Human Resources Coordinator

Job Title: Human Resources Coordinator
Department:  Human Resources
Reports To: Director of Human Resources
FLSA Status: Non-Exempt

Summary

The Human Resources Coordinator conducts the day-to-day operations of the department and ensures that all personnel actions and documentation are according to agency policy and employment law.  The HR Coordinator has primary responsibility for ensuring that personnel files and records are accurate, complete, and current.   As often has the first contact with employees, the HR Coordinator provides a high level of customer service and collaboration with others to resolve issues.  This position interacts and coordinates HR functions with staff, supervisors, management, PEO, and outside vendors.  These functions include and are not limited to benefits, HRIS, staff training, LOA management, worker’s compensation, employee evaluations, tracking reports, and resolving issues as needed.  The HR Coordinator serves as the designated backup to the HR Director in assigned areas and other HR team members as needed.

Essential Duties & Responsibilities

  1. The Human Resources Coordinator conducts the day-to-day operations of the department.
  2. Assists the Director of Human Resources with the annual review process of the Personnel Policies manual, employee forms, new hire forms and job descriptions as needed.
  3. Ensures agency compliance with all applicable Department of Labor regulations and other regulatory entities. Coordinates the fulfillment of HR requirements embedded in various agency contracts.
  4. Conducts and coordinates employee investigations as instructed by the Director of HR. Consults with the Agency’s Professional Employer Organization (PEO) for guidance and recommendations.
  5. Conducts initial investigation on occupational injuries and prepares reports for the Director of HR’s review.
  6. Manages the processes of completing VOE, EDD, employee inquiries, reporting employee vehicle accidents and conducting investigation as needed.
  7. Ensures that supervisors complete performance evaluations in a timely manner.
  8. Maintains and oversees HRIS. Develops and conforms HRIS capabilities to meet the agency’s information needs.
  9. Tracks performance evaluations, COVID vaccine log and other required time-sensitive employee credentials. Monitors due dates and sends monthly or annual reminders.
  10. Creates and maintains annual calendar of all HR activities which includes special events and compliance dates.
  11. Arrange special events such as EE recognition and morale-boosting activities approved by Director of Human Resources.
  12. Assists with annual payroll and benefit-related schedules for annual CPA auditors as needed.
  13. Assists with audits and examinations by regulatory agencies as needed.
  14. Supports Payroll personnel and Human Resources Team members as needed in order to ensure the highest level of payroll and human resources standards and customer service.
  15. Recommends and implements approved changes to improve accuracy, efficiency, and coordination of Payroll and Human Resources Team functions.
  16. Informs the Director of Human Resources of all significant matters relating to internal controls, compliance and ethical-related matters as needed.
  17. Maintains and oversees strict confidentiality and security of all employee personnel files and other confidential information within the HR department. Oversees the long-term storage and/or destruction of records in accordance with Record Storage policy.  Ensures fulfillment of HIPAA requirements in relation to HR information, contracts, and records.
  18. Benefits, Retirement and LOA Administration
    1. Schedules and presents benefits orientation to new hires.
    2. Works closely with PEO before, during and after Open Enrollment to ensure smooth transition.
    3. Works closely with payroll to ensure employer benefit contribution and 401(k) match is according to agency policy.
    4. Oversees leave of absence – Compliance, Counseling, Leave Communication, Tracking, and Record Keeping (personal, medical, Federal & State mandated leaves).
    5. Serves as Liaison between NH employees and current PEO for any benefits/LOA- related matters.
    6. Coordinates employee benefit deductions with Director of Human Resources during an approved leave of absence. The employee’s portion may be paid by either benefit pay or employee’s personal payment to ensure continuance of benefits.
    7. Coordinates with PEO or provider representatives to resolve benefit issues.
  19. Accrued Vacation and Sick Liability
    1. Confirms accuracy of individual employee accruals according to agency policy and employee’s classification.
    2. During an approved leave of absence, ensures that employee does not continue to accrue sick or vacation hours. Confirms return to appropriate accruals upon return from leaves.
    3. Trains staff and supervisors on how to check for amount of available vacation and sick time.
    4. Provides analysis and reports on employee vacation and sick balances as requested.

Other Duties & Responsibilities

  1. Attends Human Resources Department meetings, coordination meetings with other departments, required training, and other agency meetings as directed by the Director of Human Resources.
  2. Attends trainings to ensure competency in HRIS, Payroll and timekeeping applications.
  3. Attends other trainings to maintain current knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, and industry updates.
  4. Supports the Agency’s mission and partners with others to accomplish the mission.
  5. Maintains the highest professional and ethical standards at all times.
  6. Performs other duties as assigned by the Director of Human Resources.

Supervisory Responsibilities

May provide direction to office clerks and volunteers in completing specific tasks.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Understanding of all applicable state, federal and auditing agency regulations is mandatory. Must be capable of pursuing and maintaining the standards established by the Director of Human Resources. The HR Coordinator must have a competent level of knowledge and understanding of payroll and human resources regulations and procedures pertaining to his/her areas of responsibility. The person must be proficient in computerized HRIS, timekeeping, spreadsheets, data management, and other related HR applications. Must be able to quickly learn and help implement new applications. The person must be able to effectively fulfill the ethical, professional, and technical expectations of the position, as stated in this job description. The person must have the ability to effectively coordinate the completion of tasks with other employees as needed. This position requires excellent communication skills, both written and verbal. The person must have the ability to work independently and exercise sound judgment. Must be able to work with the Administrative Team and all levels of management.

Education and/or Experience

The Human Resources Coordinator must possess an associates’ degree. A bachelor’s degree is preferred. In addition, a minimum of three to five years of progressively responsible professional experience in all facets of human resources.

Language Skills

Ability to read, analyze, and interpret in English general business periodicals, professional journals, technical procedures, and governmental regulations.  Ability to write in English reports, business correspondence, and procedure manuals.  Ability to effectively present information in English and respond in English to questions from managers, staff members, vendors, customers, governmental agencies, clients, and the general public.

Physical Demands

The physical demands described 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 job functions.

While performing this job, the employee is regularly required to sit; use hands and fingers, handle, or feel; talk; and hear. The employee frequently is required to reach with hands and arms. The employee occasionally is required to stand; walk; stoop and kneel. The employee must frequently lift and/or move up to 10 pounds.