Job Description
Job Location: Admin Support Hilo 6 - Hilo, HI 96720
Position Type: Full Time
Salary Range: $2,240.00 - $2,415.00 Salary
Job Shift: Day
Job Category: Human ResourcesKTA Super Stores has been proudly serving the Hawai'i Island community since 1916. Starting with a modest 500 square foot grocery and dry goods store, we now employee almost 800 associates at 8 store locations, 1 stand-alone pharmacy, 2 warehouses and various administrative offices.
We believe that our associates are a big part of our success. Imagine working for a company whose mission is to fulfill the needs of our Hawai'i Island community and provide strong community support. Your ideas and expertise can help shape our community by providing a positive work experience to teens and college students, and long-term job opportunities for career-seeking individuals.
The Assistant Director of Human Resources - Performance Management will focus on improving employee relations, which includes providing regular training to our associates and management team across the island and investigating violations of company policy and government laws (i.e. harassment, discrimination, and retaliation complaints, theft). This position offers room for advancement, and this individual will also need to understand all aspects of Human Resources, including payroll, compensation, benefits, recruitment and retention.
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- - - PRIMARY RESPONSIBILITY
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- - - The primary responsibility of the Asst. Director of Human Resources – Performance Management is to assist the Director of Human Resources with managing the HR staff and the department’s operations and assumes responsibility in the absence of the Director of Human Resources. The Asst. Director of Human Resources – Performance Management provides training and investigation assistance to our management team, ensuring that all associates are provided with a safe and secure environment, free of discriminatory and unfair practices.
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ESSENTIAL DUTIES:
You MUST perform the following duties regularly and up to company standards:
- Assist the Director of Human Resources with managing the Human Resources staff, including enforcing policies and procedures, and providing input towards approving wage increases, promotions, and disciplinary action.
- Ensure compliance with federal and state regulations and monitor changes in labor laws and regulations related to discrimination, retaliation, harassment, payroll, benefits, compensation, and any other employee related topic.
- Be knowledgeable of company policies, rules, regulations and laws. Develop new company policies and procedures. Effectively explain the need for compliance to associates and managers.
- Collaborate with Store Operations to manage and improve employee performance through a formal evaluation program and training workshops.
- Develop, maintain and administer a formal training program for KTA’s management team.
- Train our management team in best employee relations practices and strategies for managing our associates.
- Review, edit and approve constructive disciplinary actions and performance improvement plans as necessary, to address areas of concern or policy violations.
- Work with store operations to perform interviews and investigations to identify and address employee relations issues, providing advice and guidance to management for situations regarding policy violations, performance management, disability and leave management, conflict resolution, disciplinary actions, or other issues representing significant risk to the organization.
- Review and resolve sensitive employee concerns and investigations, including interpersonal conflict in the workplace, employee complaints, ethics reports, and allegations of harassment, discrimination, and retaliation in a timely manner.
- Collaborate with legal counsel, when necessary, to ensure the best option for resolving employee relation issues.
- Use surveys, interviews, and other studies to conduct research regarding company policies, performance reviews, and other employment issues. After analyzing the information, make recommendations on changes.
- Record in writing and properly store all documents obtained in investigations of all employee relations incidents.
- Draft and send written and digital correspondences to associates, management, legal counsel, government agencies and vendors.
- Attend mediations, depositions and hearings for the company as needed.
- Attend meetings, webinars, and continuous education seminars when scheduled.
NON-ESSENTIAL JOB DUTIES
In order to provide the best possible service to our customers, associates, and vendors, the following duties are also required on an as-needed basis, during slow periods, or upon instruction by a supervisor, manager or designated person-in-charge.
- Assist in the development and implementation of payroll and benefits policies and procedures.
- Administer employee benefits programs, including enrollment, changes, and terminations.
- Assist with payroll processing on a bi-weekly basis, including accurately calculating wages, bonuses, commissions, and deductions. Ensure all payroll transactions are processed accurately and in a timely manner. Respond to payroll-related inquiries and resolve concerns.
- Prepare and distribute payroll reports to Store Directors and the VP of Finance. Verify reports to ensure accurate reporting.
- Stay up-to-date on industry trends and best practices in payroll and benefits administration.
- Support the annual benefits open enrollment process, including communication to associates and coordination with benefit vendors.
- Process disability claims (i.e., workers compensation, TDI).
- Create and update job descriptions.
- Update and maintain associate’s records to ensure accuracy of payroll and benefits data.
- File away documents in employees’ folders and in storage area.
- Scan, image and file documents into the computer. Shred documents when needed.
- Run audit reports and assign to Specialists for review and follow-up.
- Provide census information for various benefits.
- Complete surveys.
- Create, update, and manage all company job descriptions.
- Post job requisitions. Recruit new job applicants. Attend job and career fairs.
- Assist associates and management with the use of Paycom.
- Maintain and clean office and desk area as needed.
- Perform other duties as required or assigned.
WORKING CONDITIONS
- Continuously: Perform most duties in an air-conditioned office with music playing over the PA system and frequent conversations on the phone and in-person. Office may be dusty from paper and cardboard boxes.
- Frequently: Work at other locations to provide training and further education to KTA’s management team and associates, and investigation assistance to Store Directors; Walk to various offices in the building to pick-up and/or deliver documents.
WORK HOURS
- Generally, be available for work Monday through Friday between 8:00 a.m. and 5:00 p.m., or earlier or later if needed, to complete assigned work.
- Be available for work on weekends, holidays, and whenever necessary, to provide training and investigation assistance based on the managers’ and associates’ work schedules. Also be available to assist with payroll processing.
EQUIPMENT USE
- Continuously use a computer, keyboard, and basic office equipment to perform most essential duties.
- Frequently use a telephone to answer incoming calls and for contacting associates, supervisors and vendors; Adding machine, copier/fax and postage machines to complete all essential duties and most non-essential duties.
- Occasionally drive a company vehicle to run errands and travel to various locations; Use a paper cutter and typewriter.
- Seldom use a freight elevator and baler.
MENTAL, PHYSICAL AND COMMUNICATION DEMANDS
MENTAL – Continuously need to concentrate well and be alert to use paper cutter, drive company vehicles, and operate various equipment; Pay attention to detail when processing payroll and performing ALL duties; Use mathematical abilities to process payroll, and fill out claim and verification forms; Be able to comprehend instructions before performing each duty; Perform ALL duties accurately and timely, meeting all deadlines; Have the ability and desire to acquire basic knowledge of best practices in compensation and benefits policies, as well as State and Federal laws, and be able to explain them to associates and management staff.
PHYSICAL – Continuously need to sit and use corrected vision when performing all job duties. Frequently need to stand and walk, bend, reach, and use fingers when using computer and keyboard, typewriter, adding machine, fax machine, postage machine, and other office equipment. Occasionally need to be able to lift and carry up to 25 lbs. to move boxes of documents; Work at other sites to attend continued education seminars.
COMMUNICATION – Continuously need to listen, talk to, and understand associates, management and vendors when doing all job duties; Read and write accurately to communicate effectively with associates, management and vendors. Frequently need to use “touch type” method (without sight) when operating a keyboard and 10 key adding machine; Communicate effectively with (in person and over the phone) and meet the requests of associates, management and vendors in order to answer questions and communicate employee status and benefits. Occasionally need to meet the requests of vendors regarding information needed for employee benefits; Provide instructions and clarification to associates, management and Store Directors.
QualificationsQUALIFICATION REQUIREMENTS
Skills and Knowledge:
- MUST be able to keep company and employee information CONFIDENTIAL.
- Must have prior experience with internal investigations.
- Must have prior experience with conflict resolution and employee relations.
- Must have prior experience with employee training and development.
- Must have good math and organizational skills. Basic accounting skills is preferred.
- Must have good computer skills (experience with Microsoft Office is highly recommended).
- Must be able to multitask to accomplish work on time and meet strict deadlines.
- Must be able to communicate effectively (in person, digitally, and over the phone) both orally and in writing, with workers, vendors and management, and be able to work under minimal or no supervision.
- Knowledge and experience with compensation and benefits administration is highly preferred.
Education, Experience and Age Restrictions:
- Must be at least 18 years of age to enter the warehouse, operate a trash baler, freight elevator, and any power-driven equipment, and to operate a company vehicle (with a valid driver license).
CHARACTER TRAITS AND PERSONAL WORK VALUES
- Personal Traits –
- To promote good working relationships with co-workers, associates, customers and company representatives.
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- - Have a friendly, cheerful, pleasant demeanor, characterized by a strong desire to please co-workers, associates, management staff, company representatives, and customers, and serve them well.
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- - Maintain a positive attitude toward work, co-workers, associates, management staff, company representatives, and customers.
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- - Be service oriented toward co-workers, associates, management staff, company representatives, and customers.
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- - Be a good listener, patient and understanding of co-workers, associates, management staff, company representatives, and customers.
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- - Be honest and trustworthy. Use good judgment.
- - Be neat and clean, in appearance and work habits.
- Work Habits – To promote a productive work environment.
- - MUST be able to keep company and employee information CONFIDENTIAL.
- - Greet, Help and Thank all customers.
- - Handle associate and customer complaints / concerns with tact.
- - Maintain a good attendance record and be punctual and committed to work when scheduled.
- - Be focused on task and detail-oriented.
- - Show initiative. Always keep busy. Be a self-starter.
- - Be efficient and productive, while producing quality work.
- - Be flexible, versatile, organized, methodical and conscientious.
- - Be able to work under pressure and meet deadlines.
- - Be able to follow work procedures and policies (e.g. safety and security practices).
- - Create and maintain a clean, safe and pleasant work environment for everyone.
- - Be a team player and work well with others.
