Human Resources Generalist

Job Description

Title: Human Resources Generalist

FLSA Status: Non-Exempt

Supervisor: Senior HR Business Partner

Location: US-Fairfax (hybrid) *while regular attendance in the office is not required, candidates must be able to access the office as needed to fulfill specific job duties

Department: Human Resources

Level: Staff

The starting base pay range for this position is $65,000-$75,000. Individual compensation will be commensurate with candidate's experience. This position is eligible for full benefits, as well as the staff level annual incentive bonus program.

Summary of Position:

AVIXA is looking for an HR Generalist to support both daily HR functions as well as HR-related Payroll duties. This position will primarily be responsible for supporting ongoing recruiting and onboarding functions, employee lifecycle processes, benefits administration, employee data, employee engagement programs and coordinating with Payroll.

Major Duties & Responsibilities:

Recruitment

Creates or updates job descriptions with hiring managers

Sets up requisitions and job postings in ADP Workforce Now and all designated external sites (LinkedIn, Jobsite, etc.)

Reviews resumes and conducts and documents phone screenings

Coordinates with hiring managers for applicant feedback, scheduling of interviews (including panels), and candidate communications

Checks references and prepares required hire approval forms and employment offers

Orientation and Onboarding

Prepares electronic welcome packet and paperwork for new hires

Coordinates all new hire checklist/set-up actions with internal departments and adds to benefits and employee systems/provider platforms

Schedules orientation with designated department representatives

Facilitates HR and Payroll portions of new hire orientation, including benefits overview and enrollment

Works with hiring managers for any special access or needs for the new hire

Assigns buddy for new hires

Follows up regularly with new hire for required actions and supports new hires’ questions

Creates and manages new hire’s personnel file

Ensures compliance with I-9 and E-verify processing

Sets up access for all HR-related systems such as Trakstar and Bonusly

Ongoing Employee Management

Manages and maintains electronic and physical employee files, updating/saving relevant documents as necessary in Teams

Periodically destroys paper files and I-9s of terminated employees based on retention policies

Coordinates personnel actions/changes/payroll-related items with necessary approval forms, and communicates to Payroll (regular submission sheets and ad-hoc) and other internal departments as necessary

Monitors and processes monthly service award bonuses

Manages separations/off-boarding processes with benefits providers and internal departments

Ensure contractor and other agreements are up-to-date

Benefits Administration

Saves all benefits invoices and reports to Teams on a monthly basis

Uploads FSA/HSA contribution files on a semi-monthly basis

Prepares and processes monthly life insurance reporting (regular and New York)

Assists employees with routine benefits questions and triaging benefits-related issues

Supports Open Enrollment process, reporting, and actions (annual function)

Compiles 401k audit documentation for annual audit

Assists with Non-Discrimination Testing and reporting for FSA/HSA and 401(k) (annual testing)

Payroll

Reviews Benefits Paid vs Employee Deductions

Regularly audits contributions and limits for retirement benefits (401k, 457b, Roth, After-tax, Loans) and tracking international benefits

Sends retirement file uploads to Fidelity and Nolan Financial each pay period

Updates employee retirement benefits to ensure proper amounts reflected between ADP and carrier

Audits and administers PTO entries, correcting as needed and communicating with employees and managers.

Provides PTO accruals to international payroll provider

Reviews timecard information for Non-Exempt employees, and assist employees and managers to ensure proper submissions

Manages country/state employment registrations and ensures applicable employment jurisdictions are maintained or applied for (State Reg, Census Surveys, CA Pay data Reporting, etc.)

Employee Engagement Programs

Supports the Connection Committee’s programming, to include drafting communications, setting up sign-up sheets, scheduling employee sessions, attending virtual and in-person events, and soliciting volunteers

General

Monitors shared HR and Careers email inboxes

Sends out monthly Slido links and tracks notes for Town Hall meetings

Prepares updated employee listings for IT, ASAE, etc.

Assists with updates to the HR intranet and organizational charts

Generates HR reports as needed

Assists with salary surveys

Tracks updates for employee handbooks

Monitors HR mail, files, and program supplies in the HQ office

Assists as requested with department projects

Desired Skills and Qualifications:

Minimum of 3 years of experience in HR, specifically to include recruitment and benefits administration

Minimum of 1 year experience with payroll processes and systems

Associates degree preferred (HR-related is a plus), or two years’ experience and/or training/certification may be substituted for formal education

SHRM-CP, PHR, or other similar certification is a plus

Experience with HRIS platforms (proficiency with ADP Workforce Now preferred)

Full proficiency with Microsoft Office Suite including Excel, Word, Outlook

Proficiency with graphics programs such as Canva preferred

Proficiency with AI tools preferred

Proficiency in Spanish is a plus

Discretion and ability to maintain confidentiality required

Ability to work autonomously

Well organized and detail-oriented

Strong written and verbal communication skills

Demonstrated ability to prioritize and execute duties, following up and following through to completion

Efficient time management skills to manage simultaneous tasks

Why You’ll Love Working Here:

AVIXA is a global organization that celebrates diversity of thought, background, demographics, and experience. Learn more about us!

The AV industry is truly inspiring, changing how people experience the world.

We’re headquartered in Fairfax, VA but also have a widely distributed team. We recognize that talented people live all over the world.

Our team likes to have fun and enjoy a good meal, even when we’re not together. We also expect everyone to have a strong opinion on whether a hot dog is a sandwich!

Our values: Trust, Heart, Courage. No buzzwords here. We take these seriously and live them every day.

Our people: you will be surrounded by some of the most talented, supportive, smart, and thoughtful leaders and teams.

It’s not all about work: generous PTO and holiday time off, flexible working hours, option for a Compressed Work Week for most positions (i.e., 9/75 work week, or every other Friday off)

The perks: AVIXA offers comprehensive medical, dental, and vision benefits, 401k plan with company matching, pet insurance, learning and career development opportunities, education assistance, and more!

This description describes the general duties and responsibilities of the position. It is not a complete list of duties and the employee may be required to take on additional duties and responsibilities as required by the needs of the association.

EEO Policy Statement: “It is the policy of AVIXA to provide equal employment opportunities to all qualified persons, and to recruit, hire, train, promote, and compensate persons in all jobs without regard to age, race, color, religion, sex, national origin, disability, sexual orientation, or any other category protected by law.”

Full-time

Hybrid remote