Job  Board

Payroll & Benefits Specialist

Hybrid Remote (40 hours per week) Position in Castro Valley, CA (Non-Exempt)

Reports To: HR Manager

Who We Are

Ruby’s Place (RP) is an innovative nonprofit committed to ending domestic violence, human trafficking, and violent crime through hope, advocacy and connection. Our services include emergency shelter, transitional housing, rental subsidies, mental health services, and wrap around services. All our services are trauma-sensitive and client-centered and are provided at no cost to our clients. There are no barriers to participate in our programs.  

Ruby's Place is led by survivors with a focus on reflection, innovation, and connection. We value diversity, and equity across all races, genders, sexualities, and abilities. We believe in fostering relationships, both in our direct service work and throughout our internal work culture. We aim to cultivate an inclusive workplace that appreciates and emphasizes the voices of those most impacted by violence including women, individuals with disabilities, people of color, and the LGBTQ+ community. We recognize these voices are vital to interrupting the cycle of violence and transforming lives towards safety, unity, and trust. We encourage those with lived experience with housing instability, trafficking, domestic violence, and interpersonal violence to join our team.

Who You Are

You have a strong commitment to preventing interpersonal violence as well as an understanding of, and sensitivity to, serving diverse populations. You have excellent interpersonal skills and strong techniques for relationship building. You believe people should determine their own path towards healing, and have an orientation towards survivor-centered services.

You navigate fast paced environments effectively and efficiently and are comfortable with continual change and updates. You enjoy working both collaboratively and independently. You are adept at time management and highly organized with a proven ability to ensure you can meet deadlines, plan, organize and execute. You are comfortable working as part of a team and are an accountable collaborator. You excel at organizing, prioritizing, and following through on multiple time-sensitive projects. You are flexible, creative, and take initiative in handling emergencies. 

What qualifications are required for this position?

• Minimum of 2 years of payroll experience, preferably in a non-profit environment
• Minimum of 2 years of experience administering medical, dental and vision plans
• Minimum of 1 year of experience administering 403(b) or 401(k) plans
• Previous experience in Google suite
• Proficient in Microsoft Office products
• Demonstrated written and verbal communication skills
• Demonstrated knowledge of CA overtime regulations
• Demonstrated high level of professionalism in the workplace
• Flexibility and willingness to work with changing priorities
• Prior experience and demonstrated success with working with a diverse workforce and at all organizational levels
• Sensitive to the needs of individuals who are victims of domestic violence, human trafficking, or homelessness.

What You Will Do

The anticipated start date for this position is Fall 2024. In this role you will be responsible for processing accurate and timely regular payroll for staff members at Ruby’s Place while maintaining compliance with state and federal laws and regulations. You will calculate and process off cycle payroll as well (i.e. adjustment checks, final checks, etc.). You will administer benefits (medical, dental, 403b, life, etc.). This includes ensuring the benefits are listed accurately in the benefits portal (Ease), payroll system (Paychex) and the HRIS (BambooHR). You will ensure accuracy of data between the different systems the HR team uses. You will field questions as they come up from staff and management and either answer or elevate them. As with other members of the HR team, this role will be expected to work together seamlessly as part of the HR team, communicate with each other and provide cross support as needed.

Responsibilities include

1. Payroll Processing:
   • Process regular semimonthly payroll for all Ruby’s Place staff
   • Manage timesheet scrubbing for semimonthly payroll in accordance with wage and hour laws and agency policies
   • Process off-cycle payroll as needed including but not limited to adjustment checks, final checks, etc.
   • Ensure staff receive pay cards or manual checks as applicable
   • Remit 403b contributions as applicable 
   • Communicate to all staff members on holiday schedule, payroll schedule, regular timesheet reminders and other dates as needed
2. Benefits administration including:
   • Send a welcome email to incoming staff members with details on what benefits they qualify for.
   • Maintain staff records in the retirement plan system including incoming staff, exiting staff, changes of address and any changes in contributions
   • Ensure existing staff are removed from all benefits they are enrolled in.
   • Answer staff questions regarding benefits and elevate questions as necessary/appropriate to benefits broker or supervisor.
   • Ensure staff are enrolled in or removed from benefits as appropriate from changes in scheduled hours.
3. Open enrollment:
   • Ensure all staff enroll or decline benefits by the deadline annually
   • Ensure all deductions are entered into the payroll system by the first affected payroll
   • Ensure benefits summaries are filed for all eligible employees for open enrollment.
4. Other
   • Enter new employee information into all applicable HR systems including the HRIS, timekeeping, payroll, benefits portal and others as appropriate.
   • Enter changes of status for staff into the applicable HR systems including the HRIS, timekeeping, payroll, benefits portal and others as appropriate
   • Regular review of data between different HR and payroll systems to ensure accuracy and consistency between systems
   • Process offboarding of staff members in applicable HR systems including but not limited to payroll, timekeeping, benefits, etc.
   • Respond to employee inquiries or elevate inquiries as appropriate
   • Train new employees (both management and non-management) on use of the timekeeping and payroll systems
   • Assist with maintaining confidential employee files
   • Respond to internal and external requests and provides assistance, and redirects to the appropriate person when necessary
   • Maintain I-9 binder and verify incoming employee’s work status (including signing I-9)
   • Work with the appropriate staff to ensure asset tracking in the HRIS is accurate
   • Complete functional timesheets by assigned due dates in compliance with time allocations.
   • Actively participate in reflective supervision sessions.
   • Create and maintain documentation of processes and procedures related to job duties.
   • Perform other duties as assigned.

Working Conditions
This position is eligible for hybrid in person & remote work. Time spent on-site versus remote working will be discussed and agreed upon with your supervisor. You are expected to be available on-site as necessary given business needs. You must be able to stand for long periods of time and perform physical activities, including lifting up to 25 pounds. You will be subject to frequent interruptions and must be able to multitask and handle stress.

Local travel in the greater Bay Area may be required.

Applying
The pay scale for the Payroll & Benefits Specialist is $34.50-$38.50 per hour. The benefits that come with working at Ruby’s Place at full-time hours include medical, dental, and vision plans, a life insurance policy, significant vacation, sick time, sabbatical, and immediate vesting in our 403(b) with a generous match. This is a full-time, 40 hours per week, hourly position. This is a hybrid position (flex work), with some days required in our Castro Valley Office. Applicants must be located in the greater Bay Area.

Preference will be given to internal applicants.

If all this sounds like a good fit for you, please submit your resume and, instead of a traditional cover leer, respond to the following prompts:
● Why do you want to work for Ruby’s Place and why are you a good fit for this role? (200 words max)
● Using the qualifications listed above (under Who You Are section), please list the top 5 qualification(s) that you feel you currently excel in and 2 qualifications you feel you will need to work toward proficiency. Please provide a brief explanation for each (a few sentences).
● Tell us about a time you worked on a team with different working styles and backgrounds, and how you adapted your own style to collaborate more effectively.

At Ruby’s Place, we are committed to workplace diversity and providing equal employment
opportunities. Please also note that we are going to be especially excited about candidates who understand the unique nature of a mission-driven organization and have lived experience or direct experience working with survivors of domestic violence, human trafficking, or violent crime.

Send resume and prompt question answers to Julie@rubysplace.org. To learn more, click here.