HR Coordinator

HR Coordinator

The HR Coordinator is an integral member of our Human Resources team, dedicated to providing collaborative administrative and operational support to both staff and the wider HR function. In this role, you'll play a vital part in welcoming new team members, assisting with onboarding and offboarding, facilitating personnel changes, maintaining HRIS data, supporting payroll, and ensuring compliance tracking. By managing personnel action changes efficiently, keeping our systems accurate, and communicating clearly with staff and internal partners, you help foster a supportive and inclusive workplace.

Essential Duties and Responsibilities

Onboarding & Hiring Support (30% to 40%, higher during hiring seasons)

• Post job openings on recruiting platforms, regularly review active postings and promptly close postings once positions are filled.
• Prepare and issue offer letters through the HRIS using approved templates to ensure consistency and compliance.
• Initiate and monitor pre-employment background checks, including criminal history, references, and credential verification, in compliance with applicable regulations.
• Oversee completion and review of I-9 employment eligibility forms and ensure timely and accurate entry into the HRIS.
• Coordinate onboarding activities, including onboarding launch in Paylocity, document collection, fingerprinting scheduling, and tracking onboarding progress.
• Manage new hire documentation in Paylocity, ensuring all required forms, clearances, and compliance records are complete and properly recorded.
• Provide weekly hiring and onboarding status updates to division directors, including outstanding actions and anticipated start dates.
• Serve as a primary point of contact for new hires during onboarding, responding to questions and supporting a smooth transition into the organization.

Compliance & Training (20%)

• Maintain and monitor Department of Education (DOE) and Department of Health (DOH) clearance status for staff, proactively tracking expirations, initiating renewals, and coordinating with staff and external agencies to support DOH renewal submissions.
• Coordinate clearance deactivation for former employees and liaise with IT to ensure timely removal of their system access following termination of employment.
• Assist with audit file preparation by ensuring onboarding, offboarding, and termination documentation is complete and audit-ready.
• Assign required training modules for new hires, volunteers, interns, and current staff through HRIS or learning platforms.
• Track training completion, follow up with staff and program leadership on outstanding requirements, and generate training compliance reports.
• Track work authorization document expiration dates for employees, proactively sending reminders to affected individuals to provide updated documentation to ensure continued employment eligibility.

HR Administration, Payroll Support & Communication (40% to 50%)

• Prepare, route, and track Personnel Change Forms (PCFs), including obtaining required approvals and submitting completed PCFs to Payroll (BTQ) in accordance with established payroll deadlines.
• Process personnel action updates in the HRIS and prepare payroll notes related to new hires, terminations, pay changes, and retroactive pay.
• Review employee timesheets and time-off requests in the Time & Labor system to ensure submissions are complete and approved by supervisors prior to payroll processing; follow up with managers on missing or late approvals.
• Provides administrative and operational support to the Payroll function, ensuring accurate data, timely approvals, and effective communication between supervisors, HR, and Finance.
• Monitor the HR shared inbox and respond to routine inquiries regarding onboarding, timekeeping, payroll timelines, policies, and HR procedures; escalate complex or urgent matters to the HR Manager as needed.
• Prepare employment verification letters and other routine HR correspondence.
• Pull, generate, and distribute HR and payroll-related reports from HRIS to internal stakeholders as requested.
• Support offboarding and termination processes by preparing documentation, ensuring timely notification to Payroll, coordinating final pay inputs, and maintaining offboarding checklists.
• Support HR projects, HRIS data maintenance, digital personnel file organization, and continuous improvement of payroll-related administrative processes.

Core Competencies

• Highly organized, consistently ensuring that tasks are completed thoroughly and on time, with a reliable follow-through that others can count on.
• Communicate clearly and thoughtfully, both in writing and in conversation, making it easy for colleagues and new hires to feel informed and supported.
• Naturally pay close attention to details and process-driven to deliver precise, consistent results.
• Exercise sound judgment and know when to ask for help or escalate issues, always keeping the best interests of the team in mind.
• Support staff and new hires, approaching interaction with a helpful, customer-focused attitude.

Required Qualifications

• Associate's or Bachelor's degree.
• One to two years of experience in an HR, People Operations, or administrative support role.
• Hands-on experience supporting onboarding, personnel changes, and HR documentation.
• Working knowledge of I-9 employment eligibility requirements.
• Strong attention to detail and ability to manage time-sensitive, compliance-driven tasks.
• Ability to handle confidential information with discretion and professionalism.
• Proficiency in Microsoft Office and HR reporting.

Preferred Qualifications

• Bilingual in English and Spanish.
• Experience in a nonprofit, education, or human services organization.
• Experience working in an HRIS
• Familiarity with DOE and/or DOH clearance processes
• Experience with Paylocity, including Recruiting, Onboarding, Workflows, Time & Labor, and Reporting.

Benefits

• Medical, dental, vision, and life insurance benefits, along with the opportunity to participate in additional voluntary life insurance, disability insurance, and a flexible spending account.
• 403(b) retirement plan, including employer match and employer non-elective contribution at the employer's discretion.
• 12 holidays, 2 floating holidays, and 20 paid vacation days per year. One sick day per month.

NYC Equal Employment Opportunity Statement

It is the Agency's policy to provide equal employment opportunity for all applicants and employees. Center for Family Life in Sunset Park does not unlawfully discriminate on the basis of actual or perceived race, sexual and reproductive health decisions, height and weight, color, religion, religious creed, sex, sexual and reproductive health decisions, gender, gender identity, gender expression and sex stereotyping, national origin, ancestry, citizenship, age, physical or mental disability, legally protected medical condition or information, family care or medical leave status, military caregiver status, military status, veteran status, marital status, domestic partner status, sexual orientation, status as a victim of domestic violence, sexual assault or stalking, enrollment in a public assistance program, engaging in protected communications regarding employee wages, requesting a reasonable accommodation on the basis of disability or bona fide religious belief or practice, or any other basis protected by local, state, or federal laws. Consistent with the law, CFLSP also makes reasonable accommodations for disabled applicants and employees; for pregnant employees who request an accommodation with the advice of their health care providers, for pregnancy, childbirth, or related medical conditions; for employees who are victims of domestic violence, sexual assault, or stalking; and for applicants and employees based on their religious beliefs and practices.