HR & Office Administrator

Job Title: HR & Office Administrator

Department: Administration

Reports To: Chief of Staff

FLSA Status: Exempt (Salary)

Location: Springfield, MA

Employment Type: Full-Time

Salary : up to $70,000

About New North Citizens’ Council (NNCC)

New North Citizens’ Council is a community-based nonprofit organization dedicated to improving the quality of life for residents through education, workforce development, family support, and community services. NNCC is committed to equity, inclusion, and culturally responsive service delivery.

Position Summary

The Human Resources & Office Operations Manager coordinates the organization's core HR functions and manages daily administrative operations. Reporting to the Chief of Staff, this position requires a strong working knowledge of human resources, demonstrated office management experience, and the ability to independently manage sensitive personnel matters, competing priorities, and organizational processes. The ideal candidate is a proactive, detail-oriented professional who brings sound judgment, accountability, and strong organizational skills. Accounting or bookkeeping experience is a plus.

Essential Duties and Responsibilities

(Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.)

Human Resources Administration & Compliance

• Manage recruitment coordination, job postings, applicant communications, interviews, pre-employment screenings, onboarding, and employee orientation.
• Maintain accurate and confidential personnel files, HRIS records, employee status changes, and required HR documentation.
• Coordinate employee benefits, leave administration, payroll-related documentation, and employment verifications.
• Track performance evaluations, mandatory trainings, certifications, clearances, and personnel compliance deadlines.
• Serve as the primary contact for routine HR matters, applying organizational policies and escalating complex employee relations or compliance issues to the Chief of Staff.
• Prepare HR reports, support personnel audits, and recommend improvements to HR processes and recordkeeping.

Office Management & Administrative Operations

• Manage daily administrative operations, office procedures, workflows, supplies, equipment, vendors, and service contracts.
• Coordinate administrative purchasing, office communications, mail, meetings, and organizational records.
• Identify operational inefficiencies and implement practical improvements to administrative systems.
• Coordinate facility service requests, maintenance schedules, contractors, inspections, and related documentation.
• Provide administrative support to the Maintenance Technician and backup coverage for the Receptionist as needed.
• Maintain professional, responsive service to staff, visitors, participants, and community partners.

Employee Engagement & Organizational Support

• Co-lead NNCC's Activities Committee and coordinate employee appreciation, wellness, and engagement initiatives.
• Support staff meetings, trainings, organizational events, and internal communications.
• Coordinate administrative projects and special assignments for the Chief of Staff.

Financial & Accounting Support

• Assist with administrative purchasing, invoice documentation, expense tracking, and related records.
• Coordinate with Finance to ensure timely submission of accurate purchasing and financial documentation.
• Provide additional bookkeeping or accounting-related support as assigned and consistent with experience.

Required Qualifications

• Associate degree in Human Resources, Business Administration, Public Administration, or a related field; equivalent education and experience may be considered.
• Minimum three years of professional HR experience, including recruitment, onboarding, personnel records, benefits coordination, or employment compliance.
• Demonstrated experience managing office operations, administrative workflows, vendors, and organizational priorities.
• Working knowledge of HR practices, employee confidentiality, personnel documentation, and applicable employment requirements.
• Strong organizational, analytical, problem-solving, and independent decision-making skills.
• Excellent written, verbal, interpersonal, and customer service skills.
• Proficiency with Microsoft Office, particularly Excel, and experience with HRIS or employee recordkeeping systems.
• Ability to manage sensitive information, meet deadlines, and work effectively with staff at all organizational levels.
• Valid driver's license and reliable transportation.

Preferred Qualifications

• Bachelor's degree in Human Resources, Business Administration, or a related field.
• SHRM-CP, PHR, or comparable HR certification.
• Experience with Massachusetts employment practices, payroll systems, benefits administration, and leave coordination.
• Accounting, bookkeeping, accounts payable, or financial administration experience.
• Experience in a nonprofit or community-based organization.
• Bilingual English/Spanish skills.

Core Competencies

• Human Resources Knowledge & Compliance
• Office Operations Management
• Independent Judgment & Problem Solving
• Confidentiality & Professionalism
• Organization & Accountability
• Communication & Collaboration

Work Environment & Physical Requirements

Work is primarily performed in a professional office environment, with occasional travel to NNCC locations and community events. Some evening or weekend availability may be needed for organizational activities.

Equal Employment Opportunity Statement

New North Citizens’ Council is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under federal, state, or local law.

ADA & Reasonable Accommodation Statement

NNCC is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA).

At-Will Employment Disclaimer

Employment with NNCC is at-will and may be terminated by either the employee or the organization at any time, with or without cause or notice, in accordance with applicable law.