Human Resources Coordinator

Job Description

Job Description

Position Summary:

Provide coordination for a variety of HR employee life cycle transactions. Maintain accurate employee records using YFA’s HR Information Systems (HRIS), and other related systems, processes, and tools. Prepare reports and respond in an accurate and timely manner to inquiries and requests. Safeguard confidential and sensitive information. Individual tasks and areas of focus may change from time to time to balance workload throughout the department and for cross-training. 

In addition to the duties and requirements listed below, YFA expects employees to be committed to incorporating principles of trauma-informed care in all areas of service delivery. Commitment to these principles is demonstrated through active participation in agency-required trainings, use of trauma-informed practices, and understanding that trauma-informed environments require cultural sensitivity and an emphasis on a safe and respectful environment for all.

Specific job responsibilities include but are not limited to:

• Technology Administration: Administer one or more HRIS modules and/or other systems used by HR. This may include: Recruiting/ATS, Onboarding, Background Check Vendors, Drug Testing Companies, Compliance Tools, Reward and Recognition, Organization Charts, Reporting, Document Cloud, Benefits, Surveys, Performance, Job Descriptions, Compensation, Training/LMS, Succession Planning, Communication Tools/SharePoint, and other modules/systems which may be implemented in the future. System administration includes when you: 1) Serve as subject matter expert responsible for processing transactions within the module/system in a timely and accurate manner. 2) Run self-audit verification reports. 3) Coordinate and communicate system updates. 4) Create and maintain user guides (for employees and management) and HR SOP’s. 5) Report problems for support and/or escalation for quick resolution.
• Organization and Job Structure: Maintain Organization Chart and Job Structure for accuracy and completeness. Draft new Job Descriptions and coordinate review for FLSA classification, Job Class, and EEO Job Category. Update existing Job Descriptions. Safeguard HRIS setup for consistent use of approved FLSA exemption status and other classifications. Coordinate identification of job positions with corresponding contract PSN’s. 
• Recruiting: Coordinate review, approval and posting of job Requisitions to optimize reach and attraction of qualified talent. Review, report and continually improve recruiting metrics, such as time to offer, time to clear, and quality of hire. Verify quality and timeliness of job postings. Administer use of “boost” or “sponsored” postings for higher level of applicant visibility. Code job posting invoices to appropriate department. Modify job posting sites to maintain recruiting effectiveness. Troubleshoot recruiting module functionality and performance challenges. Monitor inbox for YFA Recruiting to answer questions. Coordinate Employee Referral Program and Internal Applicant process. Draft new hire offers and transfer/promotion letters. Include current Employee Benefits Guide with all Full-Time offers. Prepare recruiting materials and participate in job fairs and hiring events. Enter hard copy resumes in ATS. 
• Pre-Hire Compliance Processes: Coordinate background checks and documentation required to maintain compliance with Funder Agencies, such as Department of Children and Families (DCF), Department of Juvenile Justice (DJJ). Encourage Pre-Hires to quickly complete tasks. Coordinate fingerprinting and operate in-house Live-Scan Fingerprinting system for Pre-Hires who do not have current fingerprint records in ACHA. Coordinate credentialing by verifying current Licenses with the State of Florida. Examine detail of incoming documents and background check reports for completeness and meeting minimum requirements. Work with others in HR to adjudicate findings and determine employment or job eligibility decisions. Communicate adverse action information to candidates who do not pass and provide guidance if there is an opportunity that a background check may be inaccurate. Guide Hiring Manager and Pre-Hires on findings which require the “CARR” DCF process. Update systems and communicate when Pre-Hires are all-clear and ready to start to allow for various internal groups to setup and provision equipment ready for the new employee’s first day.
• Existing Employee Compliance Processes: Coordinate renewal background checks and documentation requirements for existing employees and employees who change to a role with different requirements. Operate in-house Live-Scan Fingerprinting machine for 5 year renewals. Guide management and existing employees on findings which require the “CARR” DCF process. Perform detailed audit of data, documents and forms for completeness and accuracy. Verify e-signed documents, authorization/consent for background screen requirements which may differ by department/program. Maintain systems and checklists to monitor and update the full background screening process from beginning to end. Ensure all submitted documents are current and valid. Elevate uncertain findings for review and final decision. Update systems and communicate internally to prepare existing employees for transfer or promotions.
• Onboarding: Coordinate and facilitate New Hire Orientation (NHO) held bi-weekly on Mondays with additional sessions as needed to meet business needs. Develop and maintain presentation materials related to NHO. Create Video based on demand sessions when live participation is not possible. Maintain NHO session courses on Learning Management System (LMS). Coordinate new hire NHO participation with Hiring Managers. Facilitate Defensive Driving course. Coordinate completion of Form I-9 and E-Verify. Register new hire as new user on Funder LMS, such as MyFLLearn.com and assign required program training. Coordinates required uniform shirts for select positions.  Obtain feedback from new hires at 25 and 45 days after hire date to ensure smooth integration to YFA.  Resolve any new hire challenges.  Prepare new hire feedback reports on a monthly basis. 

• Offboarding: Coordinate termination processes to ensure accurate and timely termination reason and related documentation is saved. Determine when to record the termination in HRIS and verify important data such as final day at work, eligibility for PTO payout, affect on benefits enrollment and status of returned company equipment. Initiate or monitor termination notifications to internal groups who need to take action, such as IT and Finance. Provide termination information letter to offboarding employee. Conduct exit interviews and prepare monthly reports.  Coordinate Unemployment Claim responses and represent YFA at Unemployment proceedings. Monitor and report on number of Unemployment claims and charging decisions. 

• Documents and Transactions: Coordinate tracking mechanisms to ensure proper follow-up, examination, and receipt of HR related documents throughout the employee life cycle. Guide employees on how to successfully categorize and upload documents to HRIS. Follow file naming conventions and consistently save documents to appropriate network folders and system tools. Retrieve documents upon request. Utilize encryption, passwords or other safeguards to protect sharing of confidential information. Limit sharing Employee Complaints, Investigations, Worker’s Compensation, and Protected Health Information (PHI) to only those with a business reason to know. Prepare reports and share documents with Funder Agency Auditors in an accurate and timely manner.  Coordinate data entry and recording of employee life cycle transactions and processes, such as performance reviews, disciplinary action, training, termination. Use checklists and internal self-audit reports and tools to ensure consistent accuracy of data and transactions. Monitor HRIS notification and approval processes for escalation to ensure timely transaction processing.
• Expenses: Coordinate distribution and reporting on HR Petty Cash. Code expenses of all background check invoices based on each person’s base department/program. Manage receipt and coding submittal for use of the HR department credit card. Process invoices for HR department expenses to code to correct expense account and forward to Accounts Payable.
• Provide updates to VP of Human Resources on current projects and initiatives and discuss any identified problems, concerns, trends, or issues.
• Answer questions in an accurate and timely manner with high-level customer service. Timely = within 24 hours, even if answer is unknown, confirm receipt of their inquiry and approximate time to expect an answer from HR.

This role may be eligible for a hybrid work arrangement after successful completion of a new hire 90-day performance review, subject to the business needs of the organization.  Hybrid = Work onsite 3 days per week.

The above duties and responsibilities describe the general nature and level of work performed by people assigned to the job. They are not intended to be an exhaustive list of all the duties and responsibilities that an incumbent may be expected or asked to perform.

REQUIREMENTS: Education & Experience : High School Diploma with six (6) years’ HR Administrator or Coordinator experience. Associates Degree with four (4) years’ HR experience. Bachelor’s degree in HR related field with zero to two (2) years’ experience.  Must have working proficiency in Microsoft 365: Outlook, Teams, SharePoint, Word, Excel, and PowerPoint. Experience working with HRIS. Experience working with ADP Workforce Now is a plus.

Preferred knowledge and understanding of trauma-informed principles and practices, including the importance of creating a safe environment, fostering trust, promoting collaboration, and empowering individuals.

Knowledge, Skills & Abilities (KSAs):

• Ability to safeguard confidential information and follow best practices for protecting confidential data and avoiding breach of confidential information

• Ability to interact and effectively communicate with employees at all levels of the organization with a high level of customer service, respect, and professionalism

• Strong Focus on data accuracy 

• Deliver high quality services with low drama. Ability to de-escalate and quickly resolve conflicts at the lowest possible level. 

• Ability to maintain a moderate level of autonomy, adapt and function effectively as a contributing and cooperative team member

• Demonstrate a continuous process improvement mindset; open to change

• Ability to follow guidance and direction from supervisors

• Ability to abide by core values and mission statement of YFA

Physical Requirements : Ability to lift 30 pounds, bend, stand and sit for extended periods of time. Travel on a local and regional basis may be occasionally required.