HR and Payroll Administrator

Working under the direct supervision of the CFO, the HR and Payroll Administrator will be tasked with facilitating essential day-to-day GOVX human resource functions including employee records maintenance, recruitment, payroll and benefits administration, training, and employee support.

This role will be considered the “owner” of ensuring HR-related tasks, as outlined below, are completed timely and accurately. The CFO will be available for guidance, review, and as business signatories.

As it relates to compliance, the HR and Payroll Administrator will be expected to conduct initial research, package findings concisely, complete tasks as requested by the CFO, and ensure filings, payments, etc. occur within the proper time frame. The CFO is the final reviewer and is ultimately responsible for Company compliance.

Independent judgment and high attention to detail is required to plan, organize, and prioritize the diversified workload.  This role is crucial for keeping HR operations organized and efficient while ensuring a seamless employee experience.

Position Type, Expected Hours of Work, Location | 100% In-Office Role 
Full-time, exempt position.  100% In-Office role, 5 days per week at the GOVX Fulfillment Center in LaVergne, TN. This position is not eligible for relocation allowance or visa sponsorship. 

Training
This position will require travel to the GOVX corporate office in San Diego, CA for 1 week of training upon start. Travel expenses will be paid by the company.

Responsibilities

Employee Records Management

• Maintain accurate and up-to-date human resources files, records, and documentation within local, payroll and third-party benefits systems.

• Maintain the integrity and confidentiality of human resources files and records.

• Ensure all job descriptions are up to date and properly documented in the relevant job description folder in SharePoint.
• Maintain HR DocuSign account by ensuring all templates are up to date, all completed documents are downloaded and saved in related HR local files, and envelopes are completed timely by all parties.

Recruitment & Onboarding

• Assist in the talent acquisition and recruitment process, including job postings, managing candidates in the applicant tracking system, screening candidates for HR-related qualification questions to ensure only qualified candidates are being interviewed.

• Coordinate with third-party vendors to administer background and reference check process. Timely escalate candidates to CFO, HR Consultant and Hiring Manager that may need to go through the Adverse Action process.

• Organize the new employee onboarding process, ensuring all necessary documents and training are completed.

• Completes all record keeping and HR tasks associated with onboarding and offboarding including processing final payroll as circumstances require.

• Coordinate with recruiting agency to ensure alignment on background and reference check, and onboarding process for all contract workers.

Payroll & Benefits Administration

• Manage and coordinate with third-party payroll vendor the preparation and initial approval of biweekly and out-of-cycle payrolls for review and submission to CFO for final approval.

• Answers employee questions and correct and escalate payroll processing errors.

• Review payroll reporting in SharePoint on a biweekly basis to ensure all required reporting is present and properly filed.  This includes quarterly and annual payroll tax returns.

• Coordinate with third party brokers to administer compensation and benefit plans including HSA, FSA, Insurance (Medical, Dental, Vision, Life, Critical Illness, Accident), and 401(k) and ensure all annually required notices are distributed.

HR Policies & Compliance

• Ensure HR processes and procedures are centrally documented and consistently followed.

• Assist in maintaining compliance with labor laws and company policies.

• Maintain State FML/UI/WC accounts and respond timely to all government agency notices.

• Prepare HR-based reporting and ad-hoc documents as needed.

Employee Relations & Support

• Serve as first point of contact for employee queries relative to standard policies, benefits, hiring process etc.; refers more complex questions to HR Consultant or management as appropriate.

• Manage email inbox ensuring visibility on all responses.

Training

• Ensure all compliance-related employee training has been assigned and completed.

• Maintain training records and employee progress in SharePoint.

Health & Safety

• Maintain accurate records for workplace safety and training compliance (Workplace Harassment, Workplace Violence Prevention).

• Assist in ensuring that health and safety regulations are followed in the workplace.

HR-Related Accounting

• Book HR-related General Ledger entries as they occur/after each payroll, event.

• Maintain month-end schedules related to HR and payroll.

• Reconcile benefit invoices to ensure the company has been properly billed and employees are being charged appropriately through payroll processing and enter invoices into accounts payable.  Follow up with any billings that need to be credited to the company/employee.

Other Support

• Coordinate office operations to secure efficiency and ensure a positive and welcoming office environment in compliance with company policies.

• Responsible for all repair, maintenance requests with landlord and outside office need vendors.  

• Maintain office and kitchen inventory and serve as contact for weekly lunch provider.

• Manage office access badges, including management of badge assignments for the office.  Maintain office seating chart.

• Arrange employee engagement activities/notifications.

• Work independently and within a team on special non-recurring and ongoing projects.

Requirements

• Bachelor's degree preferred, or equivalent experience in related field.

• Understanding of HR practices and employment laws.

• Experience with Microsoft Office (Word, Excel, PowerPoint).

• Familiarity with HR and payroll systems (HRIS, ADP Workforce).

• Discretion and integrity in handling sensitive employee information.

• Ethical conduct.

• Strong organizational and time-management skills, ability to multi-task and prioritize

• Detail-oriented with strong problem-solving abilities.

• Excellent communication and people skills

• Ability to work independently and collaboratively in a team environment.

• Technical capacity with strong attention to detail

• Desire to learn and grow in a fast-paced, high growth, ever-changing environment

• Positive, proactive, and approachable.

Supervisory Responsibilities 
This position will not have supervisory responsibilities. 

Travel Requirements 
This position will have limited travel requirements (Less than 10%). 

Other Duties 
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

• Flexible Time Off, Paid Sick Leave, Paid Holidays
• 401(k) plan with discretionary match available
• Medical, Dental, Vision, and Life Insurance
• Flexible Spending Account (FSA), Health Savings Account (HSA)
• Voluntary benefits including Critical Illness, Group Accident, and Voluntary Life
• Employee Referral Program
• Collaborative work environment in a modern office, stocked with drinks and snacks.
• Discounts on the GOVX website

Pay Range
$75,000.00 - $85,000.00 annually.

AAP/EEO Statement
EOE. Veterans/Disabled.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

Position will require successful completion of a background check and drug testing prior to starting employment.

About GOVX 
Savings for Those Who Serve 

GOVX was founded in 2011 to offer exclusive benefits to those who serve our country. The GOVX membership is comprised of current and former members of the United States military, law enforcement, firefighting, medical services, and government personnel. GOVX is dedicated to supporting these communities and to offering unique value to our members, while delivering an authentic platform for brands to reach our growing customer base. As the largest and fastest growing digital platform serving this deserving audience, we are committed to stretching the limits of ecommerce to deliver the best assortment for our members’ on-duty and off-duty needs.