HR/Administrative Coordinator

Principal Office, Sacramento, CA

About CILS: Founded in 1967, California Indian Legal Services (CILS) is the oldest public interest Indian rights law firm in the country, promoting the fundamental rights of California tribes and Indians through litigation, legislative and administrative advocacy, community development, and other strategies for systemic change. CILS provides a full range of legal representation to California Indian tribes and Indian organizations, advocates for the rights of California Indians at the local, state, and national levels, and provides direct services and community education to low-income Native American individuals on issues related to Federal Indian Law. Currently, CILS offers services statewide and maintains four offices throughout California – Eastern (Bishop), Southern (Escondido), Northern (McKinleyville), and Central (Sacramento). This position is in the Principal Office, located in Sacramento, CA.

Position Overview: HR & Administrative Coordinator

Job Type: Full-time, Hourly

Location: Sacramento (In-person with optional teleworking on Mondays and Fridays)

Wage/Salary: $28-$31 per hour (DOE) with advancement opportunities

Position Summary: As the HR & Administrative Coordinator reporting directly to the Director of HR & Administration, you will play a pivotal role in supporting the administration, human resources, and organization-wide goals of CILS. This position requires strong interpersonal communication, problem-solving skills, and confidentiality. Serving as the primary point of contact for internal and external stakeholders, you will contribute to the overall success of the organization.

Essential Duties:

Human Resources (50%)

• Drafting HR related documents, memos, emails, job descriptions, etc.
• Maintains accurate and up-to-date human resource files, records, and documentation.
• Maintains the integrity and confidentiality of human resource files and records.
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to the Director of HR & Administration.
• Lead for Human Resource Information System (HRIS) Paylocity Database and module utilization, including preparation of data reports.
• Assists with payroll functions including processing, answering employee questions, fixing processing errors.
• Acts as a liaison between the organization and external benefits providers, agencies and vendors, which may include health, disability, and retirement plan providers.
• Conducts or assists with recruitment, onboarding, offboarding, new hire orientation, employee engagement, training, and ongoing employee support.
• Processes required paperwork for employee transfers, changes in job classification, salary increases, and other related employment matters.
• Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee events, holiday parties, etc.
• Support on HR initiatives, programs, and processes.
• Performs other duties as assigned.

Administration (50%)

• Schedules and organizes meetings; prepares Power Points and takes minutes during HR and certain organizational wide meetings.
• Proofreads and creates drafts of documents and correspondence.
• Maintains filing systems for HR and Administration.
• Retrieves information as requested from files, documents, and engages with internal and external stakeholders to collect information.
• Responds to and resolves administrative inquiries and questions internally and externally.
• Coordinates and schedules travel, meetings, and appointments for certain HR/Administration events.
• Prepares agendas and schedules for meetings.
• Lead on administration of CILS databases and applications used for HR and Administration.
• Document and information updates for CILS Intranet and Website
• Coordinates and communicates with vendors and consultants.
• Maintains organizational wide purchasing processes and ensures approvals before sent to accounting.
• Assists with employee engagement and training initiatives.
• Responds to and resolves HR and administrative inquiries and questions.
• Collaboration with other staff on special projects.
• Answers and directs departmental phone calls.
• Receives and distributes Principal Office mail.
• Other duties as assigned.

Required Qualifications:

• High level of skills in executive administration, project coordination, and problem-solving.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational skills and attention to detail.
• Excellent professional judgment and positive attitude.
• Team player and works well independently.
• Ability to prioritize, follow-through effectively and meet deadlines without reminders.
• Superior use of Microsoft Office Suite applications.
• Proficient with or the ability to quickly learn payroll management, human resource information system (HRIS), and similar computer applications.

Preferred Qualifications:

• Non-profit, legal, HR, and administrative experience.
• Experience in a fast-moving, growth-oriented organization.
• Certificates/formal training in HR subject areas.
• Experience in technology platforms for payroll and HR management.
• Familiarity with project management programs (MS Teams, Asana, Monday.com, etc.).
• Experience working with Tribes and/or tribal programs.
• Deep connection and commitment to the CILS mission and tribal communities in California.

Education/Experience:

• Bachelor’s degree or equivalent relevant experience.
• Three years of HR-related experience.
• Three years of administrative or programmatic experience.

Wage: The wage range for this position is $28-$31 per hour DOE, with room for advancement. CILS determines job position, wage and salary ranges using data from California non-profit legal services annual data sources.

Benefits: CILS provides an extensive benefits package, including:

• Multiple high-quality and low-cost medical plans.
• 100% coverage for the employee and 90% for dependent premiums.
• Flexible Spending Accounts for eligible Medical/Dental, Dependent Care, and Public Transportation expenses.
• 403b retirement plan with employer match.
• 17 paid holidays annually (includes office closure December 24-January 1) plus an additional day for your birthday.
• Vacation time off starting at 13 days accrued per year.
• Sick leave is set at 12 days per year.
• Paid leave for Jury duty/witness, Election Day, Bereavement.
• Free professional development courses and learning opportunities.
• Employee Assistance Program with access to free mental health services.
• Loan Repayment Assistance Program for eligible positions.
• Supplemental insurance, including additional life and disability coverage.

Location: This position is in-person at the Sacramento office, with optional teleworking on Mondays and Fridays.

How to Apply: Submit a cover letter, resume, and three professional references to PO-Hiring@calindian.org with the subject line "HR & Administrative Coordinator." Applications will be accepted until the position is filled. Incomplete applications will not be reviewed.

Job Type: Full-time

Pay: $28.00 - $31.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Sacramento, CA: Relocate before starting work (Required)

Work Location: In person