Human Resources & Finance Manager

Summary: The HR & Finance Manager is responsible for overseeing the organization’s human resources functions, financial administration, and client funds management. This position serves as a key administrative resource for employees, management, clients, guardians, and outside agencies.

The HR & Finance Manager is responsible for maintaining accurate, timely, and confidential employee records; supporting recruitment and employee relations; administering leave and employment-related matters; coordinating employee benefits and retirement records; and managing unemployment claims, wage garnishments, FMLA, and CT Paid Leave.

In addition, the HR & Finance Manager is responsible for supporting the organization’s business-related financial oversight, including maintaining accurate financial records, assisting with internal and external financial audits, preparing documentation and reports for auditors, reviewing financial transactions and supporting documentation, monitoring internal financial controls, identifying discrepancies or areas of concern, and working with management and outside financial professionals to ensure financial records are accurate, complete, and readily available for audit and review.

The position also oversees the management, tracking, reconciliation, and documentation of client funds, ensuring that client monies are properly accounted for, appropriately spent, and maintained in accordance with agency policies and applicable requirements.

The HR & Finance Manager is expected to maintain a high level of financial accountability, accuracy, confidentiality, organization, and follow-through while ensuring that both business financial records and client financial records are properly maintained and supported by appropriate documentation.

Essential Human Resources Responsibilities

Recruitment & Hiring

• Manage the full recruitment and hiring process, including job postings, candidate screening, interviewing, reference checks, and selection utilizing ADP.
• Coordinate onboarding paperwork and ensure all required employment documentation is completed.
• Coordinate the onboarding process for new employees.
• Maintain accurate and confidential personnel files.
• Communicate employment expectations, policies, and procedures to employees.

Employee Relations

• Serve as a primary HR resource for employees and management.
• Address employee concerns, complaints, and workplace issues in a timely and professional manner.
• Assist managers with employee performance concerns and disciplinary matters.
• Prepare and maintain written warnings, corrective action documentation, and other employment-related documentation.
• Review & correct written warnings before Managers present to employees.
• Conduct or assist with employee investigations when necessary.
• Promote a professional, respectful, and productive work environment.
• Maintain confidentiality regarding employee and organizational matters.

Personnel Records & Employment Documentation

• Maintain accurate employee personnel files and employment records.
• Ensure changes to employee status, compensation, position, and employment information are properly documented.
• Maintain records of employee absences, leave, disciplinary actions, and other employment-related matters.
• Assist with employment verification requests and other personnel-related inquiries.

Benefits & Retirement

• Assist employees with benefit-related questions and administrative issues.
• Maintain and track employee participation in the organization's 401(k) retirement plan through TruStage.
• Monitor employee enrollment, changes, eligibility, and related retirement documentation.
• Coordinate with TruStage and/or appropriate plan representatives regarding employee retirement plan matters.
• Maintain accurate records related to retirement contributions and employee participation.

Leave Administration

• Coordinate and maintain documentation for FMLA requests and leaves.
• Coordinate and track Connecticut Paid Leave (CT Paid Leave) matters.
• Communicate with employees regarding required documentation and leave procedures.
• Maintain accurate records of employee leave and return-to-work dates.
• Coordinate with management to ensure appropriate staffing communication related to approved employee leave.

Unemployment Claims

• Receive, review, and respond to unemployment claims.
• Gather appropriate employment records and documentation when responding to claims.
• Coordinate with management regarding employee separation information.
• Maintain records of unemployment claims and responses.
• Monitor claim correspondence and deadlines to ensure timely responses.

Wage Garnishments

• Receive and process wage garnishment orders in accordance with applicable requirements.
• Maintain confidential records related to wage garnishments.
• Coordinate with payroll and appropriate outside agencies regarding garnishment deductions.
• Ensure required documentation and communications are completed in a timely manner.

Employee Per Diem Administration

• Maintain the organization's employee Per Diem List.
• Review and update the Per Diem List every three months.
• Assure employees are fulfilling the per diem agreement (2 shifts per month).
• Send letters out to those who are not fulfilling the per diem agreement. 
• Ensure the list accurately reflects current employee availability and per diem status.
• Communicate updates to appropriate managers and administrative personnel.
• Maintain accurate documentation of changes to per diem availability and status.

Client Funds & Financial Responsibilities

Client Funds Management

• Oversee the administration and tracking of client funds.
• Maintain accurate records of client income, expenditures, balances, and transactions.
• Ensure client funds are used appropriately and for the benefit of the individual client.
• Monitor client accounts to ensure adequate funds are available for recurring expenses and approved purchases.
• Review client spending and identify discrepancies, unusual activity, or potential concerns.
• Communicate with residential managers, guardians, and appropriate administrative personnel regarding client financial matters.

Client Bills & Recurring Expenses

• Monitor recurring client expenses, including rent, utilities, personal expenses, allowances, and other approved obligations.
• Track payments to ensure bills are paid timely and accurately.
• Monitor accounts to prevent insufficient funds and missed payments.
• Follow up with responsible parties when funds are low or additional funds are needed.
• Assist with resolving payment issues before they escalate to guardians, outside agencies, or DDS representatives.

Client Financial Records & Reconciliation

• Maintain organized and accurate client financial records.
• Reconcile client accounts and transaction records on a regular basis.
• Review receipts, invoices, checks, deposits, and other supporting documentation.
• Identify and investigate discrepancies.
• Ensure documentation is complete, accurate, and readily available for review or audit.
• Maintain appropriate separation between client funds and organizational funds.

Client Allowances & Spending

• Monitor client allowances and approved spending.
• Ensure purchases are properly documented with receipts or other required supporting documentation.
• Review expenditures for appropriateness and consistency with client needs and agency procedures.
• Work with residential managers and direct-care staff to address missing documentation or financial discrepancies.

Guardians & Financial Communication

• Communicate professionally with guardians and authorized representatives regarding client financial matters.
• Respond to questions regarding client funds, expenses, payments, and account balances.
• Work collaboratively with guardians and agency personnel to resolve financial concerns.
• Escalate unresolved financial concerns to the Executive Director/Administrator when appropriate.

Administrative Responsibilities

• Maintain confidentiality of employee, client, guardian, and organizational information.
• Handle sensitive financial and personnel information with discretion and professionalism.
• Prepare reports, spreadsheets, lists, and other administrative documentation as requested.
• Maintain organized electronic and paper records.
• Assist management with administrative projects and organizational needs.
• Communicate effectively with employees, managers, guardians, vendors, outside agencies, and administrative leadership.
• Attend and participate in meetings as assigned.
• Perform other duties and responsibilities as assigned by the Executive Director/Administrator.

Financial Audits & Oversight

• Assist with internal and external reviews of client financial records.
• Prepare client financial documentation for audits and administrative reviews.
• Ensure financial records are organized and maintained according to agency procedures.
• Identify areas where additional controls or corrective action may be necessary.
• Report significant discrepancies or concerns to the appropriate administrator immediately.
• Assist with preparation for annual financial audits, program audits, and other financial reviews.
• Gather and organize financial records, reports, invoices, receipts, bank documentation, payroll records, and other supporting documentation requested by auditors. 
• Serve as a point of contact for auditors regarding requested HR and financial documentation. 
• Assist with reconciliation and review of business accounts and financial transactions. 
• Assist management and outside accounting professionals with financial reporting and audit preparation. 
• Track and follow up on outstanding audit requests and documentation. 
• Maintain organized financial records to ensure information is readily accessible for audits, reviews, and management reporting. 
• Assist with implementing and maintaining procedures designed to safeguard organizational assets and financial information. 
• Maintain confidentiality of all organizational financial information. 
• Assist with responding to audit findings and implementing corrective actions as directed by management. 
• Maintain documentation supporting compliance with organizational financial policies and procedures.

Qualifications

• Previous experience in interviewing & hiring, finance, administration, or a combination of related experience.
• Experience handling confidential employee and financial information.
• Strong organizational and recordkeeping skills.
• Strong written and verbal communication skills.
• Ability to manage multiple responsibilities and deadlines.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office, spreadsheets, email, and electronic recordkeeping systems.

Core Competencies

• Confidentiality & Professionalism
• Financial Accountability
• Attention to Detail
• Organization & Time Management
• Employee Relations
• Communication
• Problem Solving
• Sound Judgment
• Integrity & Reliability
• Ability to Work Independently
• Ability to Collaborate With Management and Staff

Performance Expectations

The HR & Finance Manager is expected to maintain accurate and timely employee and client financial records, communicate effectively regarding issues and concerns, protect confidential information, follow organizational policies and procedures, and promptly identify and address discrepancies or potential problems.

The position requires a high level of accuracy, accountability, confidentiality, organization, and follow-through, particularly when handling employee records, client funds, financial transactions, and sensitive employment matters.

Working conditions and physical demands.

• Ability to stand, sit, walk, squat, bend, reach, stoop, pull, push, ascend and descend stairs and ramps, lift and carry up to 35 lbs. and other daily movements.

• Ability to work in a stressful environment and communicate well.

• Ability to operate a calculator, computer, copier/fax machine and multi-line telephone.