What are the responsibilities and job description for the HR Coordinator (Entry-Level) position at Capital City Press?
Position Summary
The HR Coordinator provides the administrative and operational backbone of the HR function. This
entry-level role manages the HR inbox/ticket flow, supports onboarding and employee lifecycle
transactions, maintains accurate HRIS records, and keeps HR documentation organized and audit-ready.
The HR Coordinator ensures employees and managers receive timely, consistent support while enabling
the HR Generalist and VP of HR to focus on employee relations, compliance, leadership partnership, and
payroll governance.
Key Responsibilities
HR Intake & Service Operations
• Manage the HR inbox and/or ticketing process: acknowledge requests, triage, route to the appropriate HR owner, and track to completion.
• Maintain service standards (response timelines, status updates, and follow-ups) and escalate urgent issues promptly.
• Draft and send routine HR communications using templates (onboarding details, policy acknowledgements, benefit reminders).
Onboarding & Offboarding Administration
• Coordinate onboarding logistics: onboarding checklist initiation, new hire paperwork, orientation scheduling, welcome communications, and day-one readiness.
• Ensure required forms and acknowledgements are completed and stored in the appropriate systems.
• Support offboarding administration: exit checklist coordination, scheduling exit interviews (as assigned), and notifying internal partners of separation steps.
HRIS & Data Accuracy
• Enter employee lifecycle changes in the HRIS (new hires, job changes, reporting changes, terminations) with high accuracy and confidentiality.
• Run standard reports and support audits (headcount, onboarding completeness, training completion, turnover inputs).
• Maintain data integrity by routinely reviewing records for missing items, outdated information, or inconsistencies.
Records, Compliance & Documentation
• Maintain employee files and HR documentation according to retention and confidentiality standards.
• Support compliance checklists (policy acknowledgment tracking, file audits, and documentation completeness).
• Assist with periodic HR file audits and documentation cleanup projects.
Recruiting & Scheduling Support (as needed)
• Schedule interviews, coordinate calendars, and communicate logistics to candidates and hiring managers.
• Maintain ATS tracking accuracy (stages, notes, interview feedback reminders).
• Coordinate background checks or pre-employment steps if used.
Payroll Administrative Support (as needed)
• Support payroll-related administration as assigned (e.g., ensuring employee data changes are communicated, maintaining change trackers, and routing payroll questions to the right owner).
General HR Team Support
• Support HR projects with trackers, templates, meeting notes, and simple process documentation.
• Serve as a professional, helpful first point of contact for employee questions where appropriate.
Required Qualifications
• High school diploma or GED required; associate degree or bachelor’s coursework preferred.
• 0–2 years of experience in coordination, administration, customer service, or office support (HR exposure a plus).
• Strong organization and attention to detail; ability to manage multiple tasks and deadlines.
• High discretion and ability to handle confidential information appropriately.
• Strong written communication skills and comfort using email, calendars, and spreadsheets.
• Ability to learn new systems quickly (HRIS/ATS experience a plus).
Preferred Qualifications
• Prior experience supporting onboarding, scheduling, or high-volume coordination.
• Familiarity with HR documentation basics and data entry quality standards.
Performance Measures (First 90–120 Days)
• HR requests are acknowledged and routed within agreed timeframes; minimal dropped items.
• Onboarding checklist completion improves and day-one issues decrease.
• HRIS transactions entered accurately with a low correction rate.
• Files and required acknowledgements maintained in an audit-ready state.
The Advocate is an equal employment opportunity employer, committed to recruiting, developing, and promoting a diverse workforce while providing unique opportunities and career paths for our employees. We encourage applicants of all backgrounds and experience levels to apply.
Salary: Commensurate with experience
Benefits: Medical, dental, vision, Life, Short Term Disability (STD), Long Term Disability (LTD), Paternity Leave, PTO and 401k Retirement Savings company match.