HR Coordinator

The Human Resources Coordinator aids in and facilitates the human resources processes across the entire employee lifecycle for the organization. In this role, you will provide essential administrative, operational, and customer-focused support to the Human Resources function, ensuring consistent HR processes, regulatory compliance, and a positive employee experience. This position partners closely with leadership, operations, finance, vendors, and supervisors while serving as a primary point of contact for employees and managers’ HR inquiries. Work occurs in a fast-paced environment and requires a high level of time management, strong organizational skills, discretion with confidential data, and exceptional attention to detail, with the ability to multi-task across changing priorities is essential. 

Job Responsibilities:

• Customer Service & Employee Relations:
  • Serves as a first point of contact for employees and managers’ HR inquiries, answering questions, resolving routine issues with efficient problem-solving, providing day-to-day HR guidance with a service-oriented mindset, and supporting all internal and external HR requests (e.g., Open Records Requests).
  • Recommend and develop employee relations practices to foster a positive employer-employee relationship and escalate complex matters as needed.

• Recruitment, Preboarding, Onboarding, & Offboarding:

  • Assist the Senior HR Generalist in coordinating recruitment activities, including position postings, background checks, E-Verify, drug screens, applicant tracking, attending job fairs, and sending candidate response letters.

  • Maintain job descriptions (e.g., updating and checking for accuracy).

  • Assist the Sr. HR Generalist in delivering an exceptional first-day experience, preparing welcome packets, completing pre-employment screening, and coordinating IT needs.  
  • Assist the Sr. HR Generalist with the separation of employee tasks and completion of exit surveys. 

• Timekeeping, Payroll, & HRIS Operations:

  • Reviews departmental timesheets bi-weekly for completeness, accuracy, proper leave tracking, and FLSA compliance to reduce payroll errors.
  • Creates training guides to assist departments with common timesheet errors.
  • Assists Senior HR Generalists with payroll notes and data entry and processing personnel action forms (PAFs), compensation changes, and transactional changes across multiple HR platforms.
• Employee Records & File Maintenance: 
  • Maintains accurate, complete, and confidential electronic and paper personnel files across HRIS platforms. 
  • Handles document scanning, filing, and record retention in accordance with legal requirements, ensuring data integrity and timely updates.
• Performance Management & Compensation Support:  
  • Assists with the merit program, maintaining databases, validating data, processing PAF change forms, and updating HRIS systems for merit payouts and pay scales on shared drives.

• Risk Management, Safety, & Compliance:

  • Assists with the coordination of the Workers' Compensation and Safety programs by collecting incident forms, submitting claims to TPA, ensuring healthcare facilities have claim details, and entering data into the HRIS platform.
  • Coordinates monthly Safety Committee meetings, prep work, and communications.
  • Maintains Drug-Free Workplace documentation and certificates.
  • Distributes the annual Safety Day memo and Drugs Don't Work newsletter.
  • Maintains up-to-date driver's license records, oversees the MVR database check for compliance, and oversees the CDL/DOT Clearinghouse database to ensure compliance.
  • Reinforces City policies and procedures to ensure employee safety and implements needed updates to policies as needed to remain in compliance.
• Employee Engagement, Culture, & Training: 
  • Coordinates employee engagement initiatives, recognition programs, wellness activities, and culture-building efforts (including service awards, birthdays, 1-year anniversaries, quarterly spotlights, new hire luncheons, and national professional day recognitions) by creating flyers, coordinating speakers, purchasing refreshments, setting up rooms, and ordering awards/plaques.
  • Coordinates employee satisfaction surveys and delivers actionable insights.
  • Schedules meetings, luncheons, training sessions, seminars, workshops, and conferences based on department needs.
  • Assigns, monitors, and tracks compliance training and completion.
• Auditing, Analytics, & Reporting:
  • Conducts periodic audits of payroll, benefits, personnel files, and HR processes, recommending corrective action and proposing policy updates.
  • Prepares HR and office-related reports (headcount, attrition, engagement metrics, vendor costs, etc.), including the monthly HR department report for the Council Agenda.
  • Completes required annual or bi-annual State and Federal compliance reporting (e.g., EEO-4, DCA wage survey) and posts updated employment notices.
  • Completes salary surveys.
• Accounts Payable, Budgeting, & Office Support:
  • Aids with reconciling departmental invoices, purchase orders, check requests, and HR credit card transactions in the platform to monitor expenses for budget planning.
  • Orders office supplies, employee swag, and amenities.
  • Acts as the department liaison for the City Intranet/HR page.
  • Assists in ongoing department budget management and administration.
  • Performs clerical functions including photocopying, scanning, mailing, and drafting correspondence.
• Team & Committee Support:
  • Serves on various City committees as assigned.
  • Supports the HR Team with administrative tasks and special projects.
• Manages tasks assigned to consistently meet deadlines, handle rush projects, handle multiple priorities, and effectively function under time constraints.

• Performs other related duties as assigned.