Job description

New Seasons Market began in 2000 as a neighborhood market, a place where local communities can come together to connect with where their food comes from. A friendly, inviting place that honors its region’s farmers, ranchers, growers and makers. Today we are part of Good Food Holdings; a collection of regional specialty grocers committed to serving our communities with the highest quality of products and great service, where our goal remains the same: to build community through good food. Accordingly, we seek skilled team members who share the same commitments and who appreciate the fact that New Seasons Market celebrates diverse backgrounds and experiences. Job Title: HR Administrator Department: HR Job Region: Store Support – Portland Reports-To: HR Business Partner Exemption Status (typically): Exempt Requirements: As a retail grocer, we operate 7 days/week and 365 days/year and as such work in support of our stores may include evening and weekend hours per the needs of the business. Valid Driver License and vehicle may be required, with ability to travel regularly to store locations, trade shows / events and/or other off-site locations throughout the United States / local region. About us: New Seasons Market began in 2000 when three families got together to open a neighborhood market, a place where local communities can come together to connect with where their food comes from. A friendly, inviting place that honors its region’s farmers, ranchers, growers and makers—helping them prosper for generations to come. Over the years, our community has grown, but our goal is still the same: to build community through good food. About the role: The Human Resources Administrator (HRA) plays a critical and confidential role in supporting the Human Resources function across multiple store locations. This position is responsible for the efficient and accurate administration of timekeeping records, employee records, and a range of sensitive administrative tasks, directly supporting the HR Business Partner for multiple store locations. This role requires proactive problem-solving, excellent communication skills, and the capacity to manage multiple priorities effectively while contributing to confidential HR projects. This position is on-site, with time shared at the assigned store locations. Position Responsibilities:Core Responsibilities: • Maintains the highest level of confidentiality regarding all employee and HR-related information, and exercises good judgment around sensitive information. • Demonstrates meticulous attention to detail in all aspects of timekeeping and HR administration to ensure accuracy and compliance, particularly with sensitive data. • Understands and models our company culture. Acts as a steward of company resources, mission, vision, and values. Promotes sustainable business practices. • Works cooperatively and positively with fellow team members, customers, and vendors, contributing to a respectful workplace where everyone is welcome. • Demonstrates ability to manage own time and models a flexible work style. Shifts tasks as priorities and circumstances change based on business needs. Creative with problem-solving and is solutions-oriented. • Embraces an agile work environment and guides others through change and continuous improvement. • Communication style is informative, adaptive to different styles, and effective, with appropriate discretion with employees, managers, and external stakeholders. • Gives and receives feedback in a constructive manner, demonstrating the company's Speak Up culture. Responds to feedback in order to improve performance. • Adheres to work and food safety policies set forth by the company and all local, state, and federal regulatory agencies. Contributes to store and office cleanliness; maintains equipment. • Observes all company rules and policies. Understands and complies with specific department or location guidelines, tasks, and responsibilities. • Performs other tasks and duties as assigned. Employee Records and Timekeeping Administration: • Maintain and update highly confidential employee records via Human Resources Information System (HRIS) ensuring data accuracy, security, and compliance with privacy regulations. Process confidential new hire paperwork, terminations, and employee changes within the HRIS system. • Oversee timesheet management and coding for attendance, pay, and predictive scheduling. Review and resolve timekeeping discrepancies, including missed punches and pay adjustments, involving sensitive and confidential employee pay information. • Administer confidential employee time off and pay requests, including sick time and bereavement pay, and track attendance with discretion. • Respond to employee inquiries regarding timekeeping and pay matters in a timely and professional manner, maintaining confidentiality. • Support the Store Leadership team in properly allocating all employee hours worked to appropriate departments within the timekeeping system. Confidential Human Resources Administration & Operations: • Manage the onboarding process, including preparing confidential new hire documentation, facilitating store-level orientation and new hire check-ins, and ensuring all necessary paperwork is completed with attention to sensitive details. • Serve as a first point of contact for confidential employee inquiries related to self-service HR tools (e.g., document access, HR portal navigation), benefits, and company policies, escalating sensitive issues to the HR Business Partner. • Support managers in managing staff attendance, including ensuring accurate attendance information in the HRIS system and assisting with the preparation, and filing of related documentation. • Serve as first point of contact for the workers’ compensation process: including initial intake, 801 completion, timesheet coding, and maintaining sensitive return-to-work documentation. Assist HR Business Partner in the completion of all related workers compensation processes and documentation, including OSHA logs and wage reimbursement. • Maintain organized electronic and physical highly confidential HR files and records, ensuring compliance with record-keeping requirements and data security protocols. Prepare personnel files in response to staff requests. • Assist with recruitment administration, including scheduling interviews and managing confidential candidate information. • Participate in confidential HR projects and initiatives, such as organizational restructuring, policy development, and compensation planning, where exposure to sensitive employee data and strategic discussions is required. • Assist the HR Business Partner in the handling and documentation of confidential employee relations matters, including investigations, disciplinary actions, and grievance responses (excluding the final decision-making authority). • Assist in the implementation and communication of new HR policies and procedures, ensuring consistent application across all assigned locations. • Provide administrative support for performance management processes, including the preparation of confidential performance review documents and tracking progress (excluding the evaluation of employee performance). • Assist with the implementation of training and development programs, including scheduling, confidential communication, and tracking employee participation. • Contribute to the development and maintenance of internal HR communication materials, ensuring the appropriate handling of confidential information. • Participate in HR-related audits to ensure compliance with company policies and legal requirements, maintaining the confidentiality of findings. • Support location-specific leadership teams with HRIS training for new hires, new in role or managers needing additional training. • Work with cross-functional teams across the organization to test and implement process improvements and efficiencies. • Tools and Equipment Used (not all inclusive): This position works with standard office equipment. May be required to use the following tools and equipment when working in stores or offsite; baler, hand truck, POS, industrial kitchen equipment (i.e. blast chiller, grill, knives/blades, oven, grills, scales, etc.) and basic housekeeping / janitorial items. • This position works consistently at a light work level and may be asked to work on occasion at a medium or heavy work level when supporting stores or other offsite events. Frequently required to sit, walk, reach and grasp. Occasionally required to be on feet with a mix of standing and walking throughout shift. Up to occasionally, dependent on location, required to climb stairs, step stool and /or ladders. • Performs other tasks and duties as assigned. This job description is not meant to be an all-inclusive list of duties, responsibilities and requirements, but constitutes a general definition of the position's scope and function within our company. New Seasons Market reserves the right to amend and change duties, responsibilities, and requirements to meet changing industry or business needs as necessary. What you Bring as a Candidate: • Required: 2 or more years of experience in HR/timekeeping administration (including experience with payroll and HRIS platforms), with demonstrated experience handling confidential information and understanding of data security. • Strong understanding of Human Resources compliance, including data privacy requirements and secure document handling. • Excellent organizational and time management skills, with a proven ability to manage confidential information. • Basic proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • Strong attention to detail and accuracy, especially when dealing with sensitive data. • Excellent written and verbal communication skills, with the ability to communicate confidentially and professionally. Physical and Environmental Work Space: Work occurs in office, a variety of off-site environments and in a grocery store environment which includes surfaces that can be wet and slippery, moderate noise level, and temperature extremes in controlled environments in the cooler and freezer, and depending on location, working outside in all temperatures. There may be exposure to certain allergens and / or chemicals. In accordance with the Americans with Disabilities Act, the ADA Amendments Act of 2008, and other applicable state or local law, we will make reasonable accommodations to qualified applicants and employees with disabilities. Benefits Information All staff have access to our Employee Assistance Program (EAP) and our 30% staff shopping discount. Full-time, regular-status staff that regularly work 24 hours or more per week and have worked for 60 days are eligible for medical, dental, vision, pre-tax spending accounts, life, accidental death & dismemberment (AD&D), and disability benefits. Full-time, part-time, and temporary staff who have worked for 60 days and are at least 21 years of age may participate in the 401(k) program. Employees begin accruing PTO on their first day of employment; the amount they accrue depends on hours worked and tenure. Staff may be eligible for paid holidays, depending on schedule and tenure. Additional benefits include supplemental leave pay (such as parental or bereavement), a store incentive program based on financial & operational goals, paid time for volunteering at a 501(c)3 non-profit, discounts on some forms of public transportation, adoption assistance, and up to $40 reimbursement for dinner out or New Seasons Market groceries for their birthday.

Requirements