HR/Payroll Assistant - (REF5365X)

Company Description

Multifamily Property Management

Job Description

• Property Name: Corporate Office
• 800 Iron Point Rd, Folsom, CA 95630, USA
• Full-Time
• Unit Count: N/A

The Human Resources Assistant - Payroll is an in-office position at our Corporate HQ, located in Folsom, CA, The Human Resources Assistant - Payroll will report to the Human Resources/Payroll Manager, and is responsible for providing general administrative support to the HR/Payroll Team.

Pay: $22 - $24 / Hour

DUTIES AND RESPONSIBILITIES

1. General Human Resources Functions
a. Closely monitors Termination Notice memos for Loss of Management Properties.
b. Creates & distributes Loss of Management tracking spreadsheets to ensure timely reporting of lay-offs and
internal transfers, whenever possible.
c. Updates Loss of Management tracking spreadsheets whenever HR is notified of Termination Notice changes.
d. Facilitates communication and collaborates with the Recruiting Team and the Portfolio Manager/Director to
initiate employee placement in an effort to retain employees, ensuring a smooth internal transfer process.
e. Follows up on internal transfer statuses with the Recruiting Team and Payroll Team.
f. Manages & prioritizes incoming inquiries from the ticketing system for Voluntary Resignations & Lay-Offs.
g. Escalates issues, including lack of timely communication, to the one-up supervisor, as needed.
h. Educates and informs employees and managers on proper timing, notification, procedure, etc., regarding
Voluntary Resignations and Lay-Offs.
i. Clearly communicates expectations of timely notification/delivery of the final check and separation documents
to the separating employee(s).
j. Maintains filing of employee separation documents daily.
k. Tracks future voluntary resignations & lay-offs by calendaring reminders to follow-up with the supervisor
regarding missing or incomplete separations documents, including the finalized time card completed through
the last day of employment to ensure timely processing of the employee’s final pay.
l. Supports the Human Resources/Payroll Team in carrying out various human resources procedures,
and provides support functions including record keeping, file maintenance, data entry, and shipping
& tracking of packages.
m. Scans, uploads and files papers and documents into appropriate electronic employee files.
n. Performs customer service functions by answering employee requests and questions.
o. Maintains compliance with federal, state, and local employment laws and regulations, and recommended best
practices; reviews policies and procedures to maintain compliance.
p. Assists the department with special projects, as requested.
q. Maintains confidentiality & professionalism regarding employee records and private information.
r. May be asked to run incidental errands.
s. Complies with all FPI policies and procedures.
2. Time & Attendance Functions
Human Resources Assistant - Payroll Page 1 of 3
Rev. 6/2024

a. Responds to inquiries about timecard issues for both employees and supervisors.
b. Advises & educates on best practices to avoid future timecard issues.
c. Reviews and processes timecard corrections for the current and previous pay periods.
d. Assists in reviewing OT/DT report each pay period to ensure excessive OT/DT was not an error on the
timecard.
e. Produces time reports for HR or supervisors, as requested.
3. Payroll/HRIS Functions
a. Collects and prepares separation packets for payroll purposes, including resignation letters, etc., if applicable,
ensuring accurate and timely processing of employee separations and final pay.
b. Creates Housing Termination Letters for separating employees who receive Employee Housing Allowances.
c. Distributes Employee Exit Surveys, when appropriate.
d. Provides all state specific required separation documents to the separating employee.
e. Manages payroll tasks related to bonus processing, employee time card review, discrepancies, errors, &
processes edits, if needed.
f. Monitors and follows up on time card corrections and bonus payments to ensure accuracy and timely
processing.
g. Works with the Employee Relations Team to address discrepancies or complaints related to bonuses,
ensuring accurate and timely payment for separating or former employees.
h. Identifies late separations and lay-offs, calculates the number of days/hours of Waiting Time Penalty Pay, if
applicable, and immediately provides the information to the Payroll Team.
i. Updates HRIS with employee status changes, supervisor/team reassignments, & earnings changes daily.
j. Enters, maintains,