Human Resources Coordinator

Job Summary

The Human Resources Coordinator performs high-volume administrative and data-management work supporting the day-to-day operations of the Human Resources Department. The position is responsible for maintaining accurate electronic personnel and Human Resources Information System (HRIS) records, coordinating recurring Human Resources processes, processing employment-related documentation, supporting the onboarding of seasonal and part-time employees, and providing reception and administrative support for the department. The Human Resources Coordinator handles confidential employee information and must exercise discretion, sound judgment, and consistent attention to detail. The position requires exceptional organization, accuracy, follow-through, and the ability to manage a substantial volume of work and multiple deadlines with general supervision.

Essential Duties and Responsibilities

* Coordinates the onboarding of employees in collaboration with the Human Resources Specialist, ensuring required pre-employment and onboarding steps are completed timely.
* Schedules pre-employment physicals and drug screenings as required and completes and submits testing authorization forms to the vendor.
* Completes timely new-hire reporting and employment-eligibility transactions, including E-Verify and the Maryland New Hire Registry, in accordance with applicable requirements.
* Creates, maintains, updates, and audits electronic personnel files and related Human Resources records to ensure documents are complete, accurate, timely, and filed in the appropriate location.
* Maintains required recordkeeping for Form I-9, personnel actions, performance reviews, and other employment records in accordance with established retention and confidentiality requirements.
* Enters, updates, and maintains employee and position information in the HRIS and other Human Resources systems; reviews entries and supporting documentation for completeness and accuracy and corrects discrepancies as appropriate.
* Pulls routine data and reports from the HRIS and other Human Resources systems; compiles, organizes, and formats information for audits, management requests, recurring reports, and other departmental needs.
* Administers the performance-review process by tracking due dates, sending reminders to supervisors, routing completed reviews for required signatures, updating tracking records, and filing completed documents.
* Prepares and processes Pay and Classification Change Forms and related documentation resulting from performance reviews and other personnel actions.
* Completes employment and income verification requests in accordance with applicable authorization and confidentiality requirements.
* Enters information and uploads supporting documentation in the City's unemployment-benefit vendor system and maintains related records.
* Serves as the primary reception contact for the Human Resources office by greeting and screening visitors, managing visitor access, answering and routing telephone calls, receiving mail and deliveries, and directing inquiries to the appropriate staff member.
* Performs general administrative support, including preparing routine correspondence and spreadsheets, maintaining tracking tools, scanning and filing documents, scheduling appointments, and coordinating mailings and other departmental activities.
* Orders and maintains office supplies and coordinates routine supply and equipment needs for the Human Resources Department.
* Supports the Employee Service Recognition Program by maintaining service data, preparing certificates and related materials, and coordinating administrative details.
* Provides administrative support to the Human Resources Specialist and other Human Resources staff as assigned, including organizing recruitment records and assisting with high-volume or seasonal hiring activities.
* Assists in organizing employee engagement activities and City events.
* Operates a motor vehicle while observing legal and defensive driving practices on a regular basis.
* Ensures compliance with federal, state, and local employment laws and regulations.
* Performs other duties as assigned.

Required Qualifications

REQUIRED EDUCATION AND/OR EXPERIENCE:

• High school diploma or general education diploma (GED).
• Three (3) years of progressively responsible administrative support or office management. A combination of education, training, and experience may be considered.
• Experience performing high-volume, detail-oriented work.

REQUIRED CERTIFICATES AND/OR LICENSES:

• Vehicle Operator's license with satisfactory driving record that meets insurability standards of the City's insurance carrier is required. The employee must maintain the license for the duration of their employment.

REQUIRED SKILLS (Communication/Language; Mathematical; Computer; etc.):

• Strong customer service skills with the ability to interact professionally and respectfully with employee, applicants, retirees, City officials, vendors, and members of the public.
• Proficiency in the use of word processing and other business software such as MS Word, Excel, PowerPoint, and Outlook. Ability to learn and effectively use HRIS, document management, and other business systems.
• Excellent verbal and written communication skills in the English language including spelling and grammar.
• Strong organizational and office management/coordination skills.
• Ability to prioritize recurring responsibilities and time sensitive requests, manage competing deadlines, and complete work with limited follow-up.
• Ability to exercise judgement and discretion to maintain confidentiality of sensitive employee information.
• Ability to work independently and collaboratively as a member of a team.
• Ability to multi-task.

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

While performing the duties of this job, the employee is required to move about in an office type setting, to remain in a stationary position for extended periods of time, to compile and retrieve information from computers, telephones phones, etc., to draft and write, to handle paperwork and position self in the course of work. The employee must occasionally lift and/or move up to 20 pounds, use fingers and arms to enter data into a computer, to reach and hold items. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Talking: The incumbent must have the ability to express or exchange ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately or quickly. Hearing: The incumbent perceives the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound.

WORK ENVIRONMENT/CONDITION: 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 the essential functions.

While performing the duties of this job, the employee is regularly required to work in a typical office setting.

Equal Opportunity Employer
Other Desirables

*Post-secondary training in Business Administration, Human Resources, or other related field, or a combination of education, training, and work experience.
*Experience in a Human Resources support role.
*Experience using an HRIS, electronic records-management system, applicant tracking, or similar database.