HR Coordinator I

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Answers incoming telephone calls, screens callers, and routes calls to appropriate personnel or department. Provides excellent customer service to visitors and employees. Welcome on-site visitors, determine nature of business, ensures they sign in, notifies appropriate personnel and issues visitors’ passes.


• Meets all KPI’s and goals for HR.


• Performs a variety of administrative duties in all areas of Human Resources, including distribution of various HR reports. Assembles and distributes information (i.e., training, benefits, company policies, and company events) to employees. Assists with other Human Resource duties, special projects, employee events, and distribution of NOW Arena tickets. Ability to be cross trained in all HR areas to provide support where needed.


• Coordinates charity and food drives (i.e. Feed My Starving Children, PADs) as well as employee volunteer days for all Illinois locations.


• Provides support to other HR areas by coordinating lunches for various functions (i.e. retirement events, new hire orientation, recruiting events, quarterly safety lunches, etc.).


• Coordinate catering orders for NOW Arena NOW suite throughout the year for shows and events. Resolve issues concerns with arena and make payments.


• Collaborate with departments to gather content for the bi-monthly NOW employee newsletter, which includes editing, proofreading and distribution.


• Assist facilities group in selection of workstations, tables, furniture, paint colors. Order office supplies for space, negotiate pricing, billing reconciliation and payments.


• Coordinate confidential document destruction program for 395 and 391 facilities by managing contract, pricing, billing reconciliation and process invoices. Schedule special document destruction pick-ups and resolve delivery and pick-up issues.


• Oversee vending services for Illinois locations by managing nutritional product selections and resolving issues for employees and vendor.


• Performs Oracle purchasing for the department. Enters requisitions into Oracle and obtains approvals and sends invoices to accounting for payment.


• Handles expense reports for staff members.


• Setting up building card access for employees, which can include replacing lost or damaged badges and cancelling badges as needed.


• Maintains postage amounts for each division/cost center and submits month end postage report to the accounting department. Maintains and arranges for reset of postage meter and permits through U.S. Post Office.


• Serves as back up to the Mail Room Specialist by tracking packages, distributing mail and metering mail.


• Updates emergency contact cards with accuracy and distributes them for crisis management.


• Must have strong Microsoft Office skills including Excel, Word, and PowerPoint.


• In emergency situations, serves as the primary coordinator to guide visitors and staff through established protocols and ensures doors are locked down.


• Ensures all security procedures are followed regarding visitors. Notifies on-site security staff immediately of any potential issues/concerns. 


• Must be willing to rotate between both Knollwood and Scott Drive buildings on facility campus.


• Comply with safety and GMP requirements.

SAFETY RESPONSIBILITY STATEMENT

Supports a culture of safe production and operations; follows all safety rules and procedures. Actively participates in the safety program by engaging in training activities to learn what constitutes a safety hazard; reporting safety concerns to the supervisor, submitting safety suggestions, and correcting or reporting to the appropriate people when an employee sees a workplace health or safety hazard, until it is resolved. Assists with communicating safety information to new employees. Fulfills responsibilities as outlined in the company safety management plan.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); and two-three years related experience and/or training. Extensive knowledge of personnel policy and procedures and federal and state laws regarding employment practices is required. 

LANGUAGE SKILLS

Ability to draft reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from employees and the public. Ability to communicate effectively on the phone with customers, employees and general public.

REASONING ABILITY

Excellent problem solving and judgment skills required.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY

Excellent problem solving and judgment skills required. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS AND ABILITIES

Must have intermediate to advanced skill level in Microsoft Outlook, Word, Excel, and PowerPoint. Must have excellent organizational skills and attention to detail. High level of interpersonal skills to handle sensitive and confidential situations and documentation. Excellent time management skills and the ability to effectively multi-task are essential. Strong communication (oral and written) skills required. Must present a professional, positive image always. Display an initiative-taking and efficient approach to tasks.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation 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 sit and talk or hear. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to twenty-five pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.