People and Culture Operations Manager

Position Title: People & Culture Operations Manager

Department: Administration

Report to: Sr. Director of Finance & Operations

Salary Range: $68000 to $90000 per year

Type: Full time Exempt

Position Summary

The People & Culture Operations Manager plays a key role in supporting Stepping Stone of San Diegos compliance finance and human resources operations. This position oversees payroll processing employee benefits and related HR administrative functions to ensure compliance with local state and federal laws including those established by the Department of Health Care Services (DHCS) the County of San Diego Substance Use Disorder (SUD) Operations Handbook and other funding and contractual requirements.

The Manager serves as a critical bridge between the Finance Human Resources and Program departmentsmaintaining accurate records ensuring proper time and cost allocations safeguarding confidentiality and facilitating a culture of accuracy accountability and compliance. The People & Culture Operations Manager also leads employee relations and engagement initiatives that strengthen organizational culture and promote a supportive inclusive work environment. This includes serving as the first point of contact for employee concerns guiding performance management and corrective actions coaching supervisors on effective communication and documentation and leading recognition milestone and staff feedback programs that enhance employee satisfaction retention and professional growth.

Essential Functions

• Serve as the first point of contact for employee relations matters including reporting concerns initiating/supporting the discipline and corrective action process of managers and supporting conflict resolution.
• Coach and advise supervisors on performance management documentation and conducting difficult conversations in alignment with organizational policy and California employment regulations.
• Lead and promote employee engagement and culture initiatives including staff recognition programs celebrations milestone acknowledgments and employee feedback/satisfaction surveys.

• Support leadership in fostering a positive inclusive and values-driven workplace culture that encourages professional growth collaboration and accountability.
• Manage full-cycle payroll processing on a bi-weekly basis using Paylocity ensuring timely and accurate calculation of wages deductions garnishments taxes and benefits.
• Maintain compliance with applicable federal state and local payroll and wage laws including California Labor Code DHCS and funder-specific requirements related to staff time allocations and cost reporting.
• Administer employee benefits programs including health dental vision life insurance long-term disability and the 403(b) retirement plan through VOYA; serve as liaison between employees and benefit providers.
• Oversee onboarding for new hires and interns ensuring all documentation Live Scan/DOJ clearances exclusion/debarment checks and funding eligibility verifications are complete prior to start date.
• Oversee monthly exclusion and debarment checks for all active staff interns and contractors maintaining compliance documentation in accordance with DHCS and County guidelines.
• Develop implement and maintain policies and procedures related to payroll benefits timekeeping and HR compliance to align with the SUD Operations Handbook funders and applicable laws.
• Maintain electronic personnel files and records in accordance with HIPAA 42 CFR Part 2 and confidentiality standards; ensure accuracy and timely updates in HRIS.
• Monitor and report employee time and cost allocations for government-funded programs; ensure documentation supports OMB 2 CFR 200 compliance.
• Prepare reconcile and transmit payroll reports; support quarterly and annual tax filings and audits in coordination with the Finance Department.
• Collaborate with the Compliance & Accounting Manager to track and verify completion of employee trainings licenses and certifications through the HRIS and other systems.
• Provide timely responses and guidance to employees and supervisors on payroll and benefits matters.
• Collaborate with management and the Sr. Director of Finance & Operations to implement process improvements in payroll and HR administration.
• Perform other related duties as assigned to support organizational operations and compliance.

Minimum Qualifications

• Minimum three (3) years of progressive experience in payroll administration and benefits coordination preferably within a nonprofit or healthcare setting.
• Proven proficiency in Paylocity or a comparable HRIS/payroll system.
• Strong knowledge of California wage and hour laws DHCS and County SUD payroll compliance expectations and federal payroll reporting requirements.
• Demonstrated ability to manage confidential and sensitive information with discretion and professionalism.
• Excellent organizational analytical and communication skills with the ability to handle multiple priorities in a deadline-driven environment.
• Proficiency in Microsoft Office Suite (Excel Word Outlook) and HRIS/reporting systems.
• Ability to collaborate effectively across departments and with external agencies.

Preferred Qualifications

• Bachelors Degree in Accounting Business Administration Human Resources or related field.
• Experience with government-funded programs (e.g. DHCS Ryan White HOPWA) and knowledge of cost allocation principles under OMB 2 CFR 200.
• Familiarity with nonprofit behavioral health operations and the San Diego County SUD Provider Operations Handbook.
• Demonstrated alignment with the organizations mission and values including commitment to inclusion and community engagement.

Environmental Factors and Conditions/Physical Requirements

• Standard oce environment with typical oce equipment use.
• May require occasional travel between facilities and off-site meetings.
• Ability to sit for extended periods and perform repetitive keyboard activities.

Benefits Package

Stepping Stone is proud to offer a generous benefits package for full-time employees representing the potential additional $10000 on average per full-time employee above base pay including but not limited to:

• Health Premiums company paid including Acupuncture and Chiropractic

• Dental & Vision company paid
• Flexible Spending Accounts (Health Care & Dependent Care)
• Generous paid time off sick & vacation
• Employee Assistance Program
• 403(b) Retirement Employer Match up to 5%
• 15 Paid Holidays including floating holidays
• Life/AD&D Insurance company paid
• Long Term Disability Insurance company paid