HR & Operations Coordinator

Pittsburgh, PA
Finance and Operations /
Full-time /
Hello Neighbor is seeking great candidates to be our new HR & Operations Coordinator. This role will be a part of Helle Neighbor’s Operations team, reporting to the Director of Finance and working closely with the Staff Accountant and Office Manager to support the business operations trifecta for the entire organization: human resources, finance, and operations. 

This role will be critical to the needs of our quickly growing organization by taking over the payroll processing and HR information system data management, in addition to assisting with build-out, implementation, and training for a new, more sophisticated payroll/HRIS. This position will support the responsibilities of the Operations team to have excellent and thorough documentation of all processes and policies, data filing and retention, and preparation for all external auditing and monitoring requirements, as well as adherence to internal policies. Additionally, this position will play a large role in hiring, onboarding, and offboarding processes for all staff members. 

The successful candidate for this position will be systems-oriented, solution-driven, really enjoy data and spreadsheets, and is willing and able to troubleshoot, problem-solve, suggest, and implement creative solutions in a fast-moving nonprofit environment. We are seeking aptitude and adaptability over specific experience.

Founded in 2017, Hello Neighbor works to improve the lives of recently resettled refugee families by matching them with dedicated neighbors to guide and support them in their new home. We’ve expanded from our mentorship program to now include refugee resettlement services, family service programs, a national program supporting other refugee and immigrant nonprofits around the country. 

This is an in-house regular, full-time non-exempt position at our Pittsburgh, PA office in Larimer. We are currently on a hybrid work schedule of 9am-5pm Monday through Friday; in the office on Tuesdays, Wednesdays, and Thursdays and work-from-home on Mondays and Fridays. We require COVID-19 vaccination and a booster for full-time employees. The successful candidate must be currently authorized to work in the United States.

Reports To: Director of Finance

Key Responsibilities

    • Responsible for executing payroll processes for all organizational staff, as well as any additional payroll needs; files payroll reports and works closely with Staff Accountant on accurate payroll entry for bookkeeping
    • Maintains current and correct employee data in payroll/HRIS system and all HR-related filing needs
    • Assists with gathering data and building analytics for personnel data, including data needed for EEOC reporting, etc.
    • Posts approved positions to recruiting software portal and removes filled positions, works with hiring manager to establish interview roles, conducts candidate screening and passes forward to hiring managers; coordinates onboarding and offboarding staff, tracks applicant data for reporting purposes, and more
    • Instructs new staff in payroll/HRIS system use; answers questions and troubleshoots for all staff
    • Maintains all operations filings - HR, payroll, vendors, Government contracts, and more. 
    • Manages calendar and tracking of staff onboarding and ongoing trainings (as required by grant agreements, in compliance with HR law and best practices, and for professional development and continuous growth)
    • Coordinates internal systems and their management; adds/removes users, troubleshoots, and ensures proper systems operations
    • Serves as a resource for all staff in terms of organizational knowledge - where to find it, how to use it
    • Completes all necessary training for all payroll/HRIS and other related systems as needed; becomes an expert user 
    • Assists with benefits administration, including new hire enrollments, terminations, answering benefits-related questions, and annual open enrollment process
    • Coordinates tracking contractors and other external vendors to assist finance team
    • Assists with business insurance programs, including worker’s compensation reporting, certificate of insurance requests, and more
    • Ensures all employment law postings are current and placed in the required locations 
    • Maintains team Google Drives, Notation boards, and other document retention, ensuring optimal ease of use, access, and organization
    • Assists with planning and execution of all-hands meetings and staff trainings, as well as other staff events as needed
    • Suggests improvements and solutions to our processes, systems, and policies for maximum effectiveness and efficiency
    • Documents all relevant team processes and ensures redundancy of information for all job duties within team; fills in when necessary for Operations & Facilities Manager and/or Staff Accountant so basic duties are covered
    • Other duties as assigned within the scope of position expectations

Preferred Qualifications

    • At least two years’ education and/or experience in related fields, such as business administration, payroll clerk, administrative assistant, etc.  
    • Ability to research, evaluate, and propose solutions as requested and/or needed
    • Incredible customer service skills and enjoyment of providing excellent support for colleagues and business partners
    • Enjoyment of data, spreadsheets, and information systems
    • Prior experience with currently used systems a plus, but not required; our current primary systems include:
    • Gusto Payroll (subject to change, please indicate on application any other payroll systems you may have prior experience with): Quickbooks Online; G-Suite/G-Mail/Google Workplace, Drive; Slack and Notion 
    • Exhibits adept task management, including priority setting, meeting deadlines, and efficient time scheduling for multiple responsibilities
    • Able to cultivate excellent relationships with both internal and external constituencies
    • Digital literacy and the ability to learn new software
    • Flexibility and ability to work occasional evening or weekend shifts if necessary
    • Effective collaboration with others through cooperative efforts
    • Willingness to work in a fast-paced, multicultural environment
    • Possesses cultural competencies, encompassing knowledge, attitudes, and behaviors relevant to the communities served
    • Alignment with and support of Hello Neighbor’s core values

About You

    • A team player
    • Energetic, motivated, and hardworking
    • Ability to take direction and work independently, as well as collaboratively
    • Ability to take initiative and manage multiple tasks and projects at a time
    • Great time and calendar management skills
    • Passion for community building, refugee and immigrant rights
    • Cultural sensitivity and the ability to work effectively with people from diverse backgrounds
    • Excellent writing, communication, and organizational skills
    • Living migration experience and fluency in other languages a plus

Additional Details

    • This is a regular, full-time non-exempt in-house position at our Pittsburgh office in the Larimer neighborhood
    • Clearances required: Pennsylvania Child Abuse History Clearance, Pennsylvania State Police Criminal History Clearance, Federal Bureau of Investigations (FBI) Criminal History Clearance (PA Act 23 & Act 24)
    • We require COVID-19 vaccination and a booster for full-time employees
    • Valid driver’s license preferred [for using company vehicle; MVR records will be required if driving]
    • Applications are accepted on a rolling basis
    • Selected candidates will be invited to interview on a rolling basis
    • The successful candidate must be currently authorized to work in the United States.
    • Salary: $19-21 hourly, payable bi-weekly 
    • Comprehensive benefits package available, including medical/dental/vision insurance for employee and dependents (75% employer-paid), generous PTO policies, paid holidays, and participation in employer-sponsored retirement savings with employer match (after 12-months’ employment).
Equal Opportunity Employer
At Hello Neighbor, we are committed to being an inclusive workplace where diversity in all its forms is championed. Hello Neighbor is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. We also consider qualified applicants with criminal histories, consistent with legal requirements. If you require special accommodation, please let us know.

All Applications Welcome
Data shows that women and people of color more frequently do not apply to a job because they don’t feel that they meet all of the qualifications listed. Our job descriptions are general overviews, not a mandatory comprehensive list. If you feel passionate about our efforts and believe that you have the skills to contribute to the growth of our organization, we want to hear from you!