The HR Coordinator serves as the primary lead for employee onboarding and orientation, ensuring a smooth and compliant transition for new hires. This position requires proficiency in applicant tracking systems (ATS) and onboarding platforms to effectively manage candidate processing, documentation, and communication. As the initial point of contact for the Human Resources Office, the HR Coordinator performs a variety of administrative and operational duties that support efficient HR workflows and departmental operations across the City.
Responsibilities
Foster a culture of engagement, belonging, and high performance
Provide quality customer service to internal and external stakeholders
Maintain positive and effective working relationships with team members and other City employees
Demonstrate reliable, consistent attendance and punctuality
Perform other duties as required or assigned
Answer and direct departmental phone calls
Answer employee requests and questions
Greet visitors and notify the appropriate personnel of visitor(s) arrival
Provide verbal employment verification information to appropriate personnel and agencies
Forward verification of employment requests involving payroll data to the Payroll Manager
Coordinate employment processes, including communication with applicants as needed
Run new hire background checks
Request credentials for employees
Facilitate electronic onboarding process
Conduct new hire orientation and ensure completion of required documentation in accordance with policy and compliance standards
Create new hire ID badges for employees as needed, to include taking photo and printing cards
Ensure proper inventory of supplies to support badge printing process
Coordinate with department head or designee on posting vacant positions through appropriate channels, assisting them through proper process
Update, maintain, and administer applicant tracking software
Assist hiring managers as needed with use of program, credentials and troubleshooting issues
Ensure job descriptions and employee rosters are up to date within the ATS and onboarding platforms
Reconcile purchasing invoices for the HR Department and ensure invoices and bills are received by accounts payable in a timely manner
Organize and maintain purchasing records
Assist with record audits and mandatory reports, which may include I-9 audits, and other compliance reviews
Assist with the planning and coordination of events, including Open Enrollment, training, etc.
Maintain files and records as requested
Millions of jobs, with real people getting hired every day
200,000+
New jobs added daily
7,000,000+
Verified job listings
1,000,000+
Tailored applications submitted
Recordkeeping responsibilities may include maintaining personnel files, applications, interviews, offer letters and rejections, disciplinary action, etc.
As directed, purge records (personnel files, applications, etc.) according to processes and retention schedules
As needed, support FMLA administration processes to include, but not limited to: assisting with determining eligibility, providing appropriate forms to employees and organizing forms to ensure compliance, tracking leave etc.
As needed, support worker
s compensation processes to include, but not limited to: filing claims in a timely manner, contacting designated clinic for appointments of injured workers, forwarding documentation to carrier, etc.
As needed, support benefits administration processes to include, but not limited to: enrolling employees into benefit plans, providing information pertaining to benefits, auditing data, etc.
Update and maintain HR page(s) on the City website as needed and requested
Schedule and organize meetings and other appointments as requested and maintain assigned calendar(s)
Monitor inventory of office supplies and order as necessary
Maintain confidentiality of sensitive information as well as compliance of HIPAA standards during communication and dissemination of information
Keep supervisor and HR team informed about any related issues in a timely manner
Cross-train with other HR positions as requested
Requirements
Associate
s degree in human resources, public administration, or related field
Minimum of two (2) years of progressively responsible administrative or human resources experience and/or training
Equivalent combination of education, training, and experience may be considered
Must be proficient in the use of a personal computer with Microsoft Office Suite programs and standard office including but not limited to: printer, calculator, fax machine, copier machine, and telephone
Must be able to create and access virtual meetings across different meeting platforms
Ability to learn and use specialized software programs to include but not limited to: AS400, ID creation software, position evaluation software, etc.
Ability to utilize internal and external resources to obtain information and data necessary to carry out routine assignments and special projects
Ability to establish and maintain effective working relationships with management, staff, City departments, and members of the public, and understand their respective roles and services as necessary to effectively perform assigned duties
Ability to learn and effectively use technology, systems, and tools necessary to perform assigned duties
Ability to communicate effectively, both orally and in writing, and maintain a professional, courteous, and respectful demeanor
Ability to plan, organize, prioritize, multitask, solve problems, exercise sound judgment, demonstrate attention to detail, and work independently with appropriate supervision
Ability to maintain confidentiality and exercise discretion when handling sensitive information
Ability to work effectively in a team-oriented environment and contribute to a positive and productive workplace
Ability to learn, retain, recall, and apply technical processes, policies, procedures, laws, regulations, and standards applicable to assigned duties, including applicable City, County, State, and Federal laws and regulations
Nice to have:
HR Certification such as HRCI PHR/SPHR or SHRM-CP/SCP
Experience with Neogov ATS and onboarding software
Important Details
Criminal background check: Must successfully pass, including but not limited to convictions, guilty pleas, or no contest pleas to violent offenses, theft offenses, and offenses against children
About the Company
The HR Coordinator is the initial point of contact for the Human Resources Office across the City.
