Human Resources Coordinator

Human Resources Coordinator The Human Resources Coordinator performs a variety of confidential, administrative, and daily clerical tasks to support the overall operations of the Human Resources Department, which include but not limited to: preemployment, orientation, onboarding, scheduling and assigning training, benefits enrollment and deactivation, and leave of absence and workers' compensation claim intake. Prepares correspondence, reports, and other documentation, maintains departmental records and files, assists with benefits administration and payroll, coordinates departmental activities, HRIS data entry integrity, and responds to departmental inquiries. The Human Resources Coordinator will require the ability to work under minimal supervision, perform independent research, and have strong problem-solving skills. The Human Resources Coordinator must possess intermediate knowledge of human resources policies and procedures, and federal, state, and local laws regarding employment practices, with a strong understanding of the critical obligation of documentation in the HR arena while demonstrating exceptional judgment, confidentiality, and the ability to operate with independence in complex and sensitive situations. This position routinely handles highly sensitive and/or confidential information and will have extensive contact with internal staff members, various levels of management, outside agencies, vendors, and the public while helping sustain a compliant and welcoming workplace. Essential Duties and Responsibilities: Serve as the primary customer service point of contact for by responding to employee inquiries and requests. Coordinates pre-employment background checks, fingerprint appointment and PPD scheduling. Assists with handling explanation and coordination of employee benefits to new hires and coordination of insurance and other fringe benefits with all employees. Setup, data entry, and updates into various departmental systems including HRIS, benefits, and training portals. Maintain and update employee information in HRIS, training database, and other systems, including status changes and other personnel record transactions. Responds to HRIS questions from employees and internal teams, resolving issues related to access, passwords, and routine system use. Prepares new, and ongoing, employment cycle of employee files and performs routine filing, scanning, and archiving of records to ensure record retention compliance. Manages E-Verify I-9 process, verifies I-9 documentation, and maintains I-9 files. Manages the HR Mailbox by responding to inquiries and filters to appropriate HR contact. Directly handle leave of absence and workers' compensation intake process and fields to the appropriate HR contact for continued oversight and management of the claim. Prepares and process employment verification requests and unemployment claims with accuracy and within established timelines. Generates reports, review data outputs, and help identify discrepancies that require correction or follow-up. Manages departmental supply requisition creation and inventory as well as managing departments' expense reimbursements. Serve as point of contact for internal departmental compliance audits as well as for Finance and Payroll, and other HR related audits. Participates in audit support, system testing, and troubleshooting efforts tied to HR processes and data quality. Cooperate with HR team members on other departmental compliance audits, special projects and initiatives when needed. Collaborate closely with the HR team, including Recruiters and HR Generalists, by providing administrative assistance to ensure seamless coordination on onboarding, LOA administration, workers' compensation, and other assistance where required. Irrespective of responsibility, serve as backup support in Human Resources and Recruitment where needed to meet business demands and needs. Contribute to other projects and initiatives to improve efficiency within the department. Maintain an environment of positive employee relations by maintaining confidentiality, establishing trust and credibility, being approachable and fair, balancing business needs with employee needs, and interfacing directly with employees and managers. Contributes to the overall success of the organization by performing all other duties and responsibilities as assigned by supervisor or designee and being able to pivot with ever-changing priorities and newly added job-related responsibilities that arise based on business changes, needs, and demands. Position Parameters [other measurable factors]: Decision-making responsibilities: Decisions making is related to job specific tasks with the oversight of the VP, People & Culture, or other HR management where designated. Problem solving responsibility: Must be able to identify and anticipate any issue through research and propose the resolution. Should possess a thorough understanding of industry requirements and transactions or related experience and all related departments' roles in such transactions. Creativity and an out of the box approach are required to improve all areas of responsibility. Exceptional analytical skills with the ability to probe and actively listen to gain understanding and help clarify inquiries, needs, and/or root cause of an issue. Working relationships and contacts: Strong ability to build trust and alignment across executive leadership, senior leadership, middle management, and broader organizational teams, without compromising the integrity and confidentiality of the Human Resources Department systems and team. Interact with other departments or divisions to ensure cooperation and the delivery of proper services. Strong interpersonal skills are necessary to work with departmental. A friendly, engaging, and service-oriented personality is a plus to work with external departments to resolve administrative Human Resources matters. Must be able to present and explain documentation to Human Resources management and colleagues. Impact/importance of function: Demonstrated critical ability to maintain accurate Human Resources records, while factoring in regulatory guidelines to prevent risk in employment standards and practices, as well as reputational risk. Position Requirements and Minimum Qualifications: Licenses, certifications, degrees, and job-related knowledge: Bachelor's degree in human resources management, business management, or related field is required. Master's degree is strongly preferred. At least three (3) years of direct human resources clerical experience is required, including at least two (2) years of direct administrative experience and management of preemployment, onboarding, and audits. Professional certification (e.g., SHRM-CP, SHRM-SCP, PHR, SPHR) is a plus. Understanding in Human Resources processes and policies. Comprehensive knowledge of employment law and regulatory compliance Fair Labor Standards Act [FLSA] classification, and audit of employment records. Direct work experience in and knowledge of nonprofit organizational operations and governmental contract knowledge is strongly preferred. Knowledge of relevant employment laws, including but not limited to labor law covering Equal Employment Opportunity Commission (EEOC), Department of Labor [state and federal], New York Human Rights Law [state and local], Equal Pay Act (EPA), and Americans with Disabilities (ADA) is a plus. Deep understanding of the functionalities of a HRIS system, including the ability to analyze data, manage system configurations, implement new features and leverage the system to optimize processes. Excellent business judgment and willingness to learn new practice areas. Proficiency in documenting processes and keeping up with industry trends. Non-profit environment experience is a strong plus. Ability to within an ambiguous environment and with time delays due to contractual budgetary constraints. Job-related skills, including language, mathematical, and reasoning (analytical) skills: Unquestionable personal integrity, fairness, and credibility, and the ability to gain the trust of employees at all levels. Must demonstrate an unwavering commitment to professional ethics, discretion, confidentiality in all internal and external interactions and information. Acts as a key representative of the organization, consistently exhibiting a polished demeanor, exceptional judgment, and a proactive, solution-oriented approach. Demonstrated ability to understand and work with analytical tools, reports and technology. Must be highly detail oriented with excellent evaluative and mathematical skills. High level of experience and comfort working within, or the absence of, a structured policy and procedure, but shows initiative to implement a standard policy and procedure. High level of computer proficiency in MS Office: Outlook [email system] Word, Excel [with advanced level knowledge], PowerPoint, Adobe, internet navigation, and the ability to learn new technologies and databases. Intellectual, creative, and/or communication abilities: Communicate effectively and establish trustworthiness throughout the organization with Senior Management, department heads, colleagues, and stakeholders. Ability to act as liaison among Human Resources leadership and a range of internal/external customers, manage with influence by demonstrating strong communication, relationship management, organizational and analytical skills. Equal ability to work independently or as part of a multi-functional team to obtain required work output and adherence to company policy and regulatory directives. Highly ethically motivated and results-oriented, proven creative problem solver with positive respectful proactiveness. Strong interpersonal skills with an excellent adaptability to organizational change management. Excellent time and project management with strong follow-up skills, with the ability to prioritize and manage multiple tasks assigned efficiently. Superior written and oral communication, organizational, and presentation skills. Ability to work in a dynamic, rapidly changing environment, adapting to multiple and shifting required priorities and collaborating with a wide range of colleagues to deliver expected results. Must have incredible initiative, the ability to work well under pressure, and the ability to be flexible and work both independently and as part of a team to complete complex projects in a fast-paced environment. Demonstrated ability to exercise critical thinking, analytical and problem-solving skills as well as resourcefulness. Other