HR Admin & Finance Assistant

OXFORD CIRCLE CHRISTIAN COMMUNITY DEVELOPMENT ASSOCIATION

Human Resources Administrator & Finance Assistant

ABOUT OCCCDA: The mission of OCCCDA is “to extend healing and hope in the Oxford Circle community, believing that God’s purpose of reconciling all people to Jesus leads us to minister on spiritual, physical, social & economic levels.” Located in one of the most diverse neighborhoods in Philadelphia, our programs address the economic disadvantages families, individuals & small businesses face, and enrich our under-funded and under-performing educational systems with both in-school and out-of-school support services for academic and holistic development of children and adults.

Position Overview: This dual role serves as a second on our Finance team, and a primary in our HR team, with unlimited access to a dedicated HR consultant via Paychex. The role is split equally in time anticipated for each.

The Finance Assistant works closely with the Finance Director to ensure smooth execution of essential financial functions of the nonprofit, including payroll, accounts payable, expense administration, receipt management. Interacts with OCCCDA’s Property tenants, Program staff, and Program funding sources.

The Human Resources Administrator oversees core HR functions, including onboarding and documentation, benefits administration, HR systems (Paychex and Flock), compliance and employee relations, and support for professional development and conflict resolution. The HR Administrator also maintains clear communication with staff and vendors to ensure HR processes are accurate, timely, and aligned with organizational policies.

This position is open as part of a leadership transition and organizational strengthening process. OCCCDA is committed to a stable, collaborative, and mission-centered work environment. The HR Administrator will play an important role in supporting staff through organizational changes and helping strengthen communication, accountability, and healthy workplace culture.

SUPERVISOR: Interim Executive Director. (currently in a Work-Out-Of-Class Assignment)

COMPENSATION: Full time (35hrs/wk) salaried exempt, $45,500 annually, with benefits:

BENEFITS: Health & Dental. PTO starts at 2 weeks vacation, 2 weeks sick time, holidays (including paid winter break), and 3 personal days/year (prorated FTE).

LOCATION: Oxford Circle neighborhood of Philadelphia, PA

KEY RESPONSIBILITIES:

Finance Assistant (50% of time)

Accounts Payable:

• Manage Accounts Payable email inbox.
• Record vendor bills in QuickBooks monthly (including vendor portals).
• Maintain accurate documentation in allocation sheet (Property and General).

Expense Administration:

• Administer ExpensePoint workflows.
• Code credit card expenses in ExpensePoint.
• Reconcile credit card statement to ExpensePoint by the 3rd of each month.
• Create monthly ExpensePoint reports for the Finance Director and supervisors.

Payroll:

• Support Finance Director by processing payroll via Paychex.

Property:

• Produce and send monthly CAM invoices to tenants.

Checks & Deposits:

• Cutting checks: serve as a backup to Executive Director and Finance Director upon request, to cut checks for approved vendor payments.
• Deposit slips: serve as a third party in recording and creating deposit slips for checks to be deposited.

Receipt Management:

• Maintain organized receipt storage to support accurate coding and audits. (‘Receipts’ folder in Sharepoint, using the standard file name format.)

Other duties as assigned:

• Able to assist Finance Director in any area of their purview that is timely and in need of support.

Human Resources Administrator (50% of time)

Onboarding and Employee Documentation:

• Assist in the onboarding process of new hires, including collecting clearances, two forms of ID, signed offer letters, and scheduling orientations.
• Coordinate with Paychex to complete i-9 forms and add employees to the Paychex system.
• Request and send work emails to new employees, and provide necessary HR documents (welcome emails, handbook, and other important materials).
• Conduct virtual or in-person orientations, provide training on Paychex Flex accounts, and collect and upload additional paperwork.
• Collect and submit to SDP (School District of Philadelphia) all clearances and documentation needed for staff working in schools. Track and alert staff and supervisors when renewals are upcoming.

Employee Benefits & Development:

• Administer employee benefits, including open enrollment for dental/health insurance, and manage benefits-related communications.
• Investigate additional employee benefits (e.g., Aflac, financial education, student loan assistance).

Employee Relations & Compliance:

• Handle HR complaints and provide support to supervisors with disciplinary actions or meetings.
• Prepare confirmation documents for FMLA requests, and approve/deny FMLA requests as necessary.
• Process and manage unemployment compensation claims, appeals, and hearings.
• Manage workers' compensation communications and provide updates.
• Maintain the whistleblower hotline and manage incident report filings.
• Ensure compliance with Act-168 forms, employee references, unemployment request documentation.

Policy and Handbook Management:

• Assist Executive Director in the updating of the employee handbook and HR policies.
• Answer employee inquiries related to understanding policies in the employee handbook.
• Work with Paychex to update policies and handbooks and distribute them to employees as necessary.

Paychex Management:

• Manage and update employee documents in Paychex, ensuring timely updates of expired documents.
• Create interactive documents for employee signatures (e.g., offer letters, policy acknowledgments).
• Contact Paychex HR representatives for questions and troubleshooting related to employees.
• Reset employee passwords in Paychex when necessary.
• Assist with the management of floating holidays and vacation accrual during leaves of absence.

Employment & Hiring Management:

• Post job openings on OCCCDA website and distribution lists, and assist hiring managers in recruitment.
• Conduct exit interviews and send exit emails.
• Distribute Pennsylvania separation documents to terminated or resigned employees.
• Participate in interviews for executive team positions.
• Track monthly hiring and termination data.

Communication & Culture:

• Meet monthly with Exec Staff and Program Leaders to provide updates (new hires, policies, etc.) and review with Program Directors any anticipated program staff vacancies and/or promotions.
• Update the Operations Manager on new staff members’ birthdays, to be included in recognitions.
• Help promote organizational culture and employee morale.
• Offer professional development for staff as needed in conflict resolution, expectations and accountability, in alignment with the organization’s mission.
• Help educate staff on internal processes and training for compliance.

HR Finance Tracking:

• Track HR credit card spending and reconcile in the Expense Point app by the 4th of each month.

Daily Tasks:

• Monitor and respond to communications from the Pennsylvania Unemployment Compensation (UC) Benefits System daily. ()
• Check the Paychex Admin to-do list for HR-related tasks such as i-9 completions, employee complaints, and onboarding.
• Ensure that employee documents are added to employee files as necessary.
• Respond to missed phone calls, voicemails, and text messages on the company HR cellphone.
• Stay updated on relevant legal and HR policy changes.

QUALIFICATIONS:

• An understanding of and a commitment to carry out the mission of Oxford Circle CCDA
• 2+ years of experience in Finance or related field.
• 2+ years of experience in HR Administration or related field.
• Strong organizational skills and attention to detail.
• Excellent communication skills (written and verbal).
• Ability to handle confidential information with discretion.
• Conflict resolution and mediation skills in line with our mission
• Knowledge of HR laws and regulations (e.g., FMLA, workers' compensation).
• Ability to work independently and manage multiple priorities.

Schedule:

• 35hrs/wk on weekdays. Regular hours can be set with supervisor. After 90 days, eligible for up to one regular remote (WFH) workday per week based on role performance and organizational needs.

Pay: $45,500.00 per year

Benefits:

• Flexible schedule
• Paid time off

Application Question(s):

• Our mission is: “To extend healing and hope in the Oxford Circle community, believing that God’s purpose of reconciling all people to Jesus leads us to minister on spiritual, physical, social & economic levels.” What about our mission leads you to want to work at OCCCDA?

Experience:

• HR and/or Staff Care related: 2 years (Preferred)

Work Location: In person