Human Resources Coordinator

HR CoordinatorThe HR Coordinator provides technical and administrative support to the Human Resources Department. This position is responsible for clerical and administrative duties, maintaining records and databases, supporting recruitment, training, and onboarding processes, coordinating employee recognition and engagement activities, and supporting policy development and compliance. The position serves as the first point of contact at the HR front desk and performs routine office duties and assists employees and the public with routine inquiries. The role also assists with I-9 verification, new employee training and communications, and professional development training. This position reports to the Human Resources Director and does not directly supervise other employees.ESSENTIAL JOB DUTIES AND RESPONSIBILITIESManage and maintain personnel activity records, including data entry of employee status changes.Enter and verify new positions and new hires in the HRIS system, including I-9 verification, benefits, and payroll deductions; ensure accurate assignment of positions, account strings, and medical/retirement plans.Assist with planning, preparing, and executing employee training sessions administered by HR.Draft, distribute, and track routine correspondence and forms; create and update forms and documents on the intranet.Serve as the department's front desk support; answer phones, process mail, respond to routine in-person and email inquiries, and manage records systems.Complete employment verifications, Department of Labor statistical reports, and compliance forms.Process invoices, and departmental credit card statements as assigned.Manage employment contracts through the ERP system.Schedule meetings, coordinate logistics, and maintain office supply inventory.Coordinate employee recognition and award programs, including milestone anniversaries, service awards, birthdays, and similar initiatives.Assist in planning and representing Gallatin County at job fairs, community events, and other recruitment activities as assigned.TECHNICAL SUPPORTProvide user support and resolve routine technical issues related to HR software.Support onboarding and offboarding processes for employees, including E-Verify, processing all new hire paperwork, and assisting with new employee training. Lead offboarding communications and required actions.Maintain content on the HR website and intranet.POLICY AND COMPLIANCE SUPPORTAssist with the development, review, and maintenance of HR policies, SOPs, and supervisory guidelines by providing administrative support and input.Help ensure accuracy in the County Personnel Policy Manual and related documents by supporting policy updates and revisions.Assist with compliance-related procedures (e.g., background checks, records retention, personnel file standards).OTHER DUTIES AS ASSIGNEDPerform other functions as directed, including special projects and training.Provide support in the event of a declared emergency or disaster as required by the County.QUALIFICATIONSKnowledge of:Office operations, equipment, and administrative practices.Human Resources processes for recruitment, onboarding, and records management standards.HR best practices related to employee engagement, recognition, and retention programs.Basic policy development and documentation practices, including SOP creation and maintenance of policy manuals.Applicable federal and state employment laws, and County policies and procedures.Skill in:Accurate data entry, records management, and file maintenance.Front desk operations and clerical support.Event and training coordination and logistics (e.g., employee training, recognition events, career fairs).Drafting, editing, and updating policies, procedures, and guidelines.Using applicant tracking systems, HRIS, and training software.Communicating effectively both verbally and in writing with diverse audiences.Providing excellent customer service to employees, supervisors, elected officials, and the public.Ability to:Manage multiple priorities, respond to changing needs, and maintain flexibility.Exercise courtesy, tact, and professionalism with staff, elected officials, and the public.Work independently while also collaborating effectively as part of a team.Maintain confidentiality and appropriately handle sensitive and confidential information.Represent the County professionally at public events such as job fairs and community outreach activities.Support the development and implementation of policies, procedures, and guidelines to ensure consistency and compliance.EDUCATION & EXPERIENCERequired Education and Experience:One (1) year of post-secondary training or education in business, office administration, human resources, or a related field; andTwo (2) years of progressively responsible administrative or office support experience.Desired Education and Experience:Experience in a human resource setting.Additional post-secondary coursework, training, or certification in human resources, business administration, or a related field.SUPPLEMENTAL INFORMATIONAs a condition of hire, the final candidate will be required to successfully pass a criminal and driving screening.For application consideration, please be prepared to attach the following documents to your online application: Resume, Cover Letter, Three (3) Work ReferencesGallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.BenefitsHEALTH BENEFITS:Individual health benefits premium is paid at 100% for full-time employees and pro-rated based on hours worked for part-time employeesIncludes limited vision and dental coverage (Dental is provided by MetLife and includes a dental buy-up option)Dependent health benefits premium is offered at very low costsCoverage is effective the 1st of the month following 30 days of employmentTalkspace: In-Network behavioral health support through virtual counseling & psychiatryOptional Supplemental Coverage is offered through Mutual of Omaha including Voluntary Accident Policy, Voluntary Critical Illness Policy and Voluntary Life Insurance Policy (also available for dependents)FREE unlimited access and care to PMR Clinic East. This is a private Clinic and is available to all employees and family members who are enrolled in our health benefits.FLEXIBLE SPENDING ACCOUNTS: Optional pre-tax, out-of-pocket medical expenses & day care expensesCOUNTY PAID LIFE INSURANCE: $50,000 Group Life Insurance Policy (eligible employees only) (age reductions apply)COUNTY PAID LONG TERM DISABLITY INSURANCE: Eligible employees only, benefit duration shortens once a specific age is reachedRETIREMENT:County employees are covered by the Public Employee's Retirement System (PERS)County Deputies and Detention Officers are covered by the Sheriff's Retirement System (SRS)An optional supplemental 457 deferred compensation plan/ROTH is available through Empower and NationwidePAID PARENTAL LEAVE:Eligible employees are offered a maximum of six weeks (240 hours) of paid parental leave for the bonding and care of a newborn child or adoption of a childSICK AND VACATION LEAVE:Employees accrue 12 sick days and 3 weeks of vacation per year, depending on years of service. (Hours are pro-rated for part-time employees)Leave starts accruing on an employee's date of hire and can be used as soon as time is in the books.HOLIDAYS:The County observes 11 legal holidays in even numbered years (Federal Election Day) and 10 legal holidays in odd numbered years.A Floating Holiday is available to eligible employees after six months.HEALTH CLUB MEMBERS Gallatin County, MT