Human Resource Coordinator

JOB SUMMARY

Performs advanced Human Resources administrative work for the Director and others within the Human Resources Department as designated by the Director. To provide excellent customer service to an extensive number of city employees and constituents through electronic communications.

ESSENTIAL JOB FUNCTIONS:      

Recruitment & Hiring Support:

• Post job openings to job boards and the City/Organization website
• Assists with scheduling interviews and coordinating interview panels; communicates with applicants regarding status updates
• Prepare pre-employment paperwork and new hire packets
• Conduct employment verifications and background check requests
• Assist with drafting offer letters

Onboarding & Orientation:

• Participate in or help facilitate New Employee Orientation
• Ensure completion of I-9 forms and E-Verify
• Collect and process new hire documents in HRIS
• Set up new employee files (electronic and/or physical)
• Coordinate with IT, Finance, and department supervisors on start-date logistics
• Assists with pre-screening applicants.
• Credentialing (tracking employee credentials)

HRIS & Records Management:

• Maintain employee records and ensure accuracy in HRIS systems

• Update organizational charts and employee directories
• Organize and retain confidential personnel files in compliance with retention laws
• Run standard HR reports (headcount, PTO balances, roster lists)

 Benefits & Leave Support:

• Assist employees with benefit enrollment questions
• Process life event changes and update benefit records
• Support Open Enrollment logistics (scheduling, communication, forms

Training and Employee Engagement Support:

• Track mandatory training compliance (e.g., harassment training)
• Register staff for internal and external training sessions
• Help organize engagement events (Employee Appreciation, Wellness Fairs, etc.)
• Prepare sign-in sheets, feedback surveys, and certificates

Employee Relations Administrative Support:

• Schedule and coordinate meetings for employee counseling discussions
• Take notes during grievance or investigation meetings (if assigned)
• Maintain confidentiality of investigations and personnel matters
• Assist HR leadership with documentation and follow-up tasks

 General Administrative & Office Support:

• Answer phones and greet visitors to the HR office
• Process incoming and outgoing HR mail
• Order office supplies and maintain HR office organization
• Assist with calendar scheduling for HR Leadership
• Handle Bereavement notification; order flowers; etc.
• Serve as first point of contact for employees and department staff
• Answer general HR policy, payroll, and benefits inquiries
• Direct employees to appropriate HR subject matter experts when needed
• Draft HR email communications, memos, and announcements
• Process Open Records Requests
• Process Employment Verification Request

EDUCATION:

• Bachelor’s degree (B.A./B.S.) in HR, business, communications, or related discipline, or a combination of education relevant experience.
• 2yrs minimum experience required in a related field. Government and/or Municipality experience a plus
• Certifications are a plus (e.g., Society for Human Resource Management-CP (SHRM-CP), Professional in Human Resources (PHR)

KNOWLEDGE, SKILLS, and ABILITIES:

• Ability to serve successfully as an HR Business Partner to the HR team members
• Proficiency with HRIS/ATS systems, Microsoft Office (especially Excel), and data/records management
• Graphic design knowledge, i.e., Canva or related programs
• Strong written and verbal communication (staff requests, employee inquiries, documentation)
• Organizational ability, multitasking across administrative HR functions, attention to detail
• Basic knowledge of HR/Employment law, confidentiality, record retention, and compliance
• Interpersonal skills: assisting employees and managers, supporting onboarding/training, maintaining professional demeanor
• Ability to maintain confidentiality

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• While performing the duties of this job, the employee is frequently required to sit; talk and hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
• The employee is occasionally required to walk for short periods to various areas throughout the buildings.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.
• While performing the duties of this job, the employee sits in an office or computer room.

WORK ENVIRONMENT:     

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• The employee regularly works in a normal office environment.
• The employee may perform some duties outdoors while conducting official business, which will require limited local travel.
• Employee will be required to attend some evening and weekend meetings and may be required to assist in special events.

The City has the right to revise this position description at any time and does not represent in any way a contract of employment.

Salary : $24 - $31