Description

Council Overview

Girl Scouts of Greater Los Angeles (“GSGLA”) is the largest girl-serving nonprofit agency in the Los Angeles region. Our mission is to build girls of courage, confidence, and character, who make the world a better place. www.girlscoutsla.org.

Our core values of Integrity, Clarity of Purpose, Accountability and Respect represent how we behave on a day-to-day basis. These are the specific behaviors that are imperative and encouraged in our company culture.

We are committed to building a diverse staff that reflects the communities we work alongside, and we value diversity, equity, and inclusion in our workplace.

We encourage all qualified individuals to apply and strongly encourage people from underrepresented groups to apply. In addition, reach out to us if you are a candidate whose disability prevents you from being able to complete our online application.

Position Summary

Reporting to the Senior Director of People and Culture, the Senior Manager of People and Culture manages the people and culture and human resources (HR) functions, operationally and administratively, with duties including hiring/onboarding, time and attendance, payroll-related inquiries, all recruiting efforts for the Council, business recordkeeping, assists with leaves of absences (LOA) and disability accommodations, and other general HR projects and responsibilities. The Senior Manager of People and Culture collaborates with the Senior Director of People and Culture to suggest new procedures and policies to continually improve the efficiency of the people and culture/HR department and works closely with the Chief Financial and Administrative Officer, and the Finance Department.

The Senior Manager of People and Culture is also responsible for responding to internal and external inquiries regarding employment, employee relations, benefits (in the absence of the benefits administrator), and has an active role in ensuring all human resource functions are in compliance with local, state, and federal regulations. This position also assists with guiding employees through various human resource processes, answering questions regarding policies, and supporting the Senior Director of People and Culture and other departmental managers in the day-to-day HR operations. The Senior Manager supervises both the People and Culture Generalist and the People and Culture Coordinator.

Essential Duties and Responsibilities

Employee Relations

• Assists and advises management on employee relations matters. At the discretion of the Senior Director of People and Culture, collaborates with managers and supervisors in conducting counseling documentation and ensures their decisions and actions in administering counseling documentation are aligned with local compliance regulations.
• Provides an effective and dedicated human resources advisory service to employees in relation to absence and health issues, conduct and capability, grievance matters, organizational change, and all other employee-relations matters.
• Processes verifications of employment per established policy.

Data Analysis and Reporting, Human Resources Information System (HRIS)

• Maintains working knowledge of GSGLA HRIS time and attendance system, compiles reports and data analysis, including exit interview data analysis.
• Serves as the key People & Culture contact with the outsourced HRIS vendor.

Staffing and Recruiting – Regular Staff

• Manages Applicant Tracking System (ATS) in the HRIS system and maintains human resource information system (HRIS) records.
• Compiles reports from the database as needed.
• Processes employee requisition forms and ensures proper approvals; distributes approved forms and manages the recruitment efforts for GSGLA for both exempt and non-exempt personnel, and temporary employees. Recruitment efforts include the following:
  • Reviews and revises job descriptions to ensure changes in the law or changes in departmental needs
  • Conducts salary analysis and makes pay range recommendations
  • Consulting with the hiring manager to identify the department/position-specific needs
  • Coordinates job postings to various websites and job posting platforms for all full-time regular, part-time, seasonal, and/or temporary positions
  • Researches best-cost solutions for job boards, and reports findings to the Senior Director of People and Culture
  • Reviews and screens applicant resumes
  • As requested, performs phone or in-person interviews to determine the knowledge, skills and abilities of applicants
  • Provides guidance to hiring managers on applicant selection process
• Assists hiring managers with references and performs all background checks on applicants.
• Informs applicants regarding position details, benefits, and duties.
• Prepares offer letters.
• Manages new employee on boarding and orientation.
• Creates and maintains electronic files for all new hires (full-time regular, part-time, seasonal, and temporary employees).
• Maintains listing of approved positions along with assigned salary grade levels.

Staffing and Recruiting – Camp Staff

• Coordinates with Camp America and camp director for onboarding of international staff.
• Conducts background checks on all requested vendors who will be on camp premises.
• Updates/creates all camp specific new hire/rehire offer letters.
• Ensures that all camp staff provides vaccination status.
• Manages the processing of work permits for minors.
• Creates an annual camp checklist for both rehires and new hires.
• Revises the camp staff handbook annually or as needed.
• Regularly visits summer camp properties to address employee relations, onboarding, training, and other human resources related matters, as needed.
• Be available on weekends during camp season to address any human resources issues that may arise.

On-Boarding and Orientation / Form I-9 Compliance

• Prepares documentation, schedules, and facilitates smooth new hire onboarding process, coordinating with cross-functional departments to deliver an exceptional first-day experience.
• Manages all administrative tasks for onboarding and new hire orientation, including entering data into HRIS and auditing for accuracy and compliance.
• Completes Form I-9 compliance requirements, maintenance of record, and responds to inquiries regarding Form I-9 requirements.
• Ensures compliance with and completion of online electronic New Hire Checklist process.
• Follows up with new hires when electronic checklist is incomplete and creates reports, as needed.

Terminations

• Manages all organizational tasks regarding exit interviews, including entering data into HRIS and auditing for accuracy and compliance.
• Coordinates exit interviews and maintains results; and manages staff who compile annual reporting data on terminated employees.
• Coordinates with managers, information technology department, and properties department to disable all employee systems and building access.
• Ensures proper termination documentation is on file in the electronic filing system.

Leave of Absence (LOA) and Disability Accommodation Administration

• Manages leaves of absence and ensures applicable federal and state laws are followed.
• Acts as the secondary point of contact for all LOA inquiries, requests, and LOA designations.
• Responds to LOA inquiries and processes LOA notices and related correspondence.
• Supervises staff who provide leave status updates, follow-up on incomplete paperwork, and return to work and LOA accommodation needs.
• Oversees tracking leaves of absence, benefits premium payments, and manages LOA-related notifications.
• Partners with employees on leave to ensure leaves and accommodation are processed and managed appropriately.
• Provides oversight and responds to all Employment Development Department (EDD) leave verification requests.
• Manages staff who create and generate LOA-related reports.

Performance Management

• Provides oversight of performance management tool to include staff compliance and utilization of the system.
• Manages staff who acts as lead administrator over the performance management system.
• Ensures proper training is provided for staff in use of the tool, as needed.

Unemployment / Workers’ Compensation Claims Administration / 403(b)

• Provides detailed and accurate administrative support and responses for unemployment claims.
• Provides oversight in responses to all Employment Development Department (EDD) unemployment claims verification requests.
• Provides oversight of staff who partners with workers’ compensation claims adjuster to process and assist with any escalated workers’ compensation claims, and the filing of claims per established regulations.
• Manages and administers 403(b) activity, including remittances, loans, and data entry.

Compensation Administration and Benefits

• Assists in administration of the compensation program. Monitors the performance appraisal process and salary ranges. In collaboration with the Senior Director of People and Culture and the Senior Director of Finance, maintains Girl Scouts of Greater Los Angeles (GSGLA) Salary Administration Program by analyzing current employees’ salaries and job descriptions to recommend salaries and/or hourly wages for new hires.
• Updates employee files, compensation, and/or vacation/sick time changes/accruals.
• Assists in benefits administration to include, change reporting, reviewing invoices for payment and open enrollment in the absence of the benefits administrator.

Additional Responsibilities and Skills Competencies

• Performs additional special projects, as assigned by the Senior Director of People and Culture and the Chief Financial and Administrative Officer.
• Assists in the communication, interpretation, and maintenance of Employee Handbook, organizational chart, and contributes to the development of policies.
• Performs data entries into the HRIS time and attendance system.
• Maintains monthly update of employee information for management review, to include employee birthdays, anniversaries, new hires, and terminations.
• Prepares and maintains employee files, including confidential employee relations issues, and benefits.
• Processes employee action forms for all personnel changes, promotions, etc., and ensures proper approvals; and distributes approved forms.
• Manages the monthly all-staff webinars, coordinating agenda topics and deliverables with presenters, Executive Leadership Team, etc.
• Manages all-staff event committee, including coordinating venue, food and beverages, activities, invitations and RSVPs, prizes, etc.
• Adapts to changes in the work environment, manages competing demands and is able to deal with frequent changes, delays, or unexpected events.
• Excellent verbal, written and listening skills. Demonstrates ability to articulate and share information effectively and speak clearly and persuasively in positive or negative situations. Pays careful attention to concerns and questions from employees in an attentive, friendly, courteous, and service-oriented manner. Proofreads and edits work for spelling and grammar; and accurately presents numerical data.
• Demonstrates a high sense of urgency and understanding of confidentiality/privacy requirements. Ability to exercise tact and diplomacy in dealing with sensitive, complex, and confidential issues.
• Maintains strong organizational and analytical skills, and sound judgment, with an intuitive and proactive approach to support all staff. Possesses a keen sense of accountability and the ability to strive for excellence in high pressure situations in order to plan and accomplish goals. Ana
• Ability to work with a high degree of attention to detail and accuracy, as well as follow-up and provide regular status updates on all assignments. Demonstrates accuracy and thoroughness and monitors work to ensure quality. Ability to organize and prioritize work; and ability to perform mathematical computations.
• Consistently adheres to work schedule, follows instructions, responds to management direction, and solicits feedback to improve performance. Demonstrated aptitude to comprehend directions to perform assignments with minimal supervision.
• Maintains confidentiality, remains open to others’ ideas, and exhibits willingness to try new things. Strong interpersonal skills to include analyzing problems, identifying alternative solutions, project consequences of proposed actions, and implementing recommendations in support of goals. Maintains effective working relationships with those contacted in the course of work. Maintains a professional, courteous demeanor in all interactions.
• Prioritizes and plans work activities, uses time efficiently, and develops realistic action plans. Knowledge of the principles of supervision to include the ability to manage staff through planning their day-to-day work activities and duties, training and development, and performance planning and appraisal. Ability to manage multiple priorities, projects, and display flexibility in a fast-paced and changing work environment.
• Performs other duties as assigned.

Qualifications

Required Knowledge, Skills, and Abilities

• Strong interpersonal and customer service skills, with the ability to think critically, anticipate challenges, and troubleshoot effectively.
• Exceptional writing skills and project management abilities, capable of multi-tasking under strict deadlines and budget constraints.
• Highly motivated self-starter with ability to initiate and lead special projects.
• Reliable and accountable team player.
• Possess a strong work ethic, integrity, and honesty.
• Must be flexible, adaptable, and willing to thrive in an ever-changing/fast-paced environment.
• Ability to spend time sitting, utilizing the computer, and standing and walking throughout the facilities.
• Ability to travel via personal vehicle or public transportation to various facilities throughout the region.
• Ability to lift up to 15 pounds periodically.
• Flexibility to attend evening and/or weekend meetings and/or events.
• Able to perform this job safely, without endangering the health or safety of themself or others.

The preceding functions have been provided as examples of the types of work performed by employees assigned to this job classification. Management reserves the right to add, modify, change, or rescind work assignments.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Recommended Education, Training and Experience

• Bachelor’s degree in human resources management, business or public administration or closely related field.
• Minimum of five to seven years of increasingly responsible experience in human resources system development and administration, including one to two years of recruiting and hiring experience.
• High level of knowledge in payroll processing, including payroll and wage and hour compliance.
• High level of experience in HRIS systems; knowledge of Paycom (time and attendance system) is highly preferred.
• Working knowledge and experience in managing leaves of absence and benefits administration/open enrollment principles.
• Working knowledge and experience managing budgets.
• Demonstrated high proficiency in Microsoft Office 365, Sharepoint, Teams, and other virtual meeting platforms, with the ability to learn other technology as needed.

GSGLA Employee Requirements

• Comply with state-mandated reporter training.
• Attend GSGLA signature events and/or other activities as assigned.

Benefits / Other

Employees of GSGLA receive a competitive benefits package and paid time off, including the closure of its offices the second and fourth Monday of every month. Full time staff are eligible to opt into plans that cover medical, dental, vision, life and even pet insurance, an employee assistance program, as well as a 403(b) retirement plan.

Vaccination Policy

Girl Scouts of Greater Los Angeles requires its employees to be vaccinated against COVID-19, subject to certain exemptions as required by law. New hires working at Girl Scouts of Greater Los Angeles must be fully vaccinated upon hire. Please contact the People & Culture Department for a copy of the vaccination policy.