Human Resources Coordinator

SUMMARY: The Human Resources Coordinator undertakes a variety of HR administrative duties which include record-tracking, recruitment, assists in benefits administration, HRIS management, training, events planning and other human resources functions as assigned.  As often has the first contact with employees, the HR Coordinator provides a high level of customer service and collaboration with others to resolve issues.  This position interacts and coordinates HR functions with staff, supervisors, management, PEO, and outside vendors.  The Human Resources Coordinator supports Human Resources Team members as needed in order to ensure the highest level of human resources standards and customer service.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

HR Operations:

1.       Tracks performance evaluations and other required time-sensitive employee credentials.  Monitors due dates and sends monthly or annual reminders.

2.       Maintain records of personnel-related data in both paper and e-file and ensure all employment requirements are met.

3.       Serves as Liaison between NH employees and current PEO for any system issues as needed – Employee Portal,  iSolve, Novatime, Synerion.

4.       Manages the processes of completing VOE, EDD, employee inquiries including benefits. 

5.       Works closely with HR Team members in coordinating all new hires and staff changes are properly entered into HRIS system before processing the next payroll.

6.       Oversees agency key management and its distribution approved by the Sr. Director of Human Resources.

7.       Provides direction to the office clerk with clerical duties and other administrative functions in accordance with skill level.

8.       Redirects HR related calls or distribute correspondence to the appropriate person of the team.

9.       Arrange special events such as EE recognition and morale-boosting activities approved by the Sr. Director of Human Resources.

10.   Under the supervision of the Sr. Director of Human Resources on the long-term storage and/or destruction of records in accordance with Record Storage policy.

11.   Creates and maintains an annual calendar of all HR activities which includes special events and compliance dates.

12.   Participates and records HR-related committee meetings as requested.

13.   Informs the Sr. Director of Human Resources of all significant matters relating to internal controls, compliance and ethical-related matters as needed.

14.   Maintains and oversees strict confidentiality and security of all employee personnel files and other confidential information within the HR department. 

15.   Provides administrative support to the Sr. Director of Human Resources.

Benefits and Retirement Plan

1.       Assist the Sr. Director of Human Resources with annual benefit enrollments.

2.       Works closely with PEO before, during and after Open Enrollment to ensure smooth transition.

3.       Works closely with payroll to ensure employer benefit contribution and 401(k) match is according to agency policy.

4.       Serves as Liaison between NH employees and current PEO for any benefits - related matters.

5.       Coordinates employee benefit deductions with Sr. Director of Human Resources during an approved leave of absence.  The employee's portion may be paid by either benefit pay or employee's personal payment to ensure continuance of benefits.

6. Coordinates with PEO or provider representatives to resolve benefit issues.

7.       Provides reports and analyses as directed by the Sr. Director of HR and/or by the Chief Financial Administration Officer (CFAO).

Accrued Vacation and Sick Liability

1.       Confirms accuracy of individual employee accruals according to agency policy and employee's classification.

2. During an approved leave of absence, ensures that employee does not continue to accrue sick or vacation hours.

3.       Trains staff and supervisors on how to check for amount of available vacation and sick time.

4.       Provides analysis and reports on employee vacation and sick balances as requested.

Recruitment:

1.       Monitors and updates Candidate’s status through the ATS pipeline until final resolution of either Hired or Archived.  Ensures information in ATS is accurate and current.

2.       Develops resources for an applicant pool by various and creative measures that include, but are not limited to, job fairs, college student enlistment, networking,  and social media.   

3.       Maintains e-records of applications/resumes received to include interview notes, assessment tests, reference checks, drug screens, background screens and any information related to the applicants.

4.       Consults with department directors and other managers to determine hiring needs.

5.       Ensures all open positions have appropriate authorization and approved wage range, current job description, and is posted internally per policy as directed by Director of Human Resources.

6.       Conducts initial screening of candidates to determine appropriateness and work availability. 

7.       Coordinates applicant interviews with hiring managers.  Schedules meeting date, time, and location.  Confirms interview with applicant and provides directions.  Greets applicant upon arrival.

8.       Reviews with Sr. Director of Human Resources successful candidates prior to sending offer letters.

9.       Processes background checks including reference checks on selected candidates and documents all responses for Director of Human Resources’ review and approval.

10.   Follows up with applicant to ensure each step of the post-offer process has been completed.

11.   Updates and posts Open Positions internally and externally at various locations, and provides updates for the Daily Report and New Horizons website.

12.   Review the New Horizons employment website and informs the Recruitment and Retention Specialist of current openings and outdated information in a timely manner.

13.   In addition to web-based recruitment tools, must actively participate in hiring events, networking, sourcing via social media, and conducting in-person interviews as needed.

14.   Conducts initial screening of current employees applying for an open position.

15.   Coordinates interviews for internal candidates as approved by the Sr. Director of Human Resources, and communicates with employees on the status of their application.

16.   Works closely with the Recruitment and Retention Specialist in all aspects of Recruitment.

17.   Serves as back up to the Recruitment and Retention Specialist.

SUPERVISORY RESPONSIBILITIES:  May provide direction to office clerks and volunteers in completing specific tasks.  May also provide direction to HR team as directed by the Sr. Director of Human Resources.  Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities may include interviewing, training employees; planning, assigning, and directing work.

Requirements

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

Understanding of all applicable state, federal and auditing agency regulations is mandatory.  Must be capable of pursuing and maintaining the standards established by the Sr. Director of Human Resources.  The HR Coordinator must have a competent level of knowledge and basic understanding of payroll and human resources regulations and procedures pertaining to his/her areas of responsibility.  The person must be proficient in computerized HRIS, timekeeping, spreadsheets, data management, and other related HR applications.  Must be able to quickly learn and help implement new applications.  The person must be able to effectively fulfill the ethical, professional, and technical expectations of the position, as stated in this job description. The person must have the ability to effectively coordinate the completion of tasks with other employees as needed.  This position requires excellent communication skills, both written and verbal.  The person must have the ability to work independently and exercise sound judgment.  Must be able to work with the Administrative Team and all levels of management.

EDUCATION and/or EXPERIENCE:  The Human Resources Coordinator must possess an associate's degree. A bachelor’s degree is preferred.  In addition, a minimum of one to two years of progressive experience in the human resources field.

LANGUAGE SKILLS:  Ability to read, analyze, and interpret in English general business periodicals, professional journals, technical procedures, and governmental regulations.  Ability to write in English reports, business correspondence, and procedure manuals.  Ability to effectively present information in English and respond in English to questions from managers, staff members, vendors, customers, governmental agencies, clients, and the general public.

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• 401K Matching
• Vacation Hours
• Paid Sick Leave
• Holiday Pay
• All paid trainings including CPR/First Aide
• Discounts Program
• Referral Program
• FSA
• And more...