HR & Workforce Operations Coordinator

Job Description

Job Description

HR & Workforce Operations Coordinator | Employee Support & Timekeeping

A people-focused HR and operations role where no two days are quite the same

Blue Sky, Inc. is seeking an organized, dependable, and people-focused HR & Workforce Operations Coordinator to support our employees, leaders, and day-to-day office operations.

This is much more than a traditional reception or administrative position. You will be the primary person answering our phones and welcoming people to our Detroit Lakes office, but you will also serve as an important on-site resource for approximately 90 employees working throughout our organization.

Your day might include helping an employee with a timekeeping question, posting a job opening, scheduling interviews, onboarding a new employee, following up on required training, assisting with leave paperwork, comparing timekeeping and service records, troubleshooting an employee system question, coordinating maintenance for a company vehicle, or completing a project for one of our leaders.

We're looking for someone who enjoys being the person others can count on to find the answer, follow up, and make sure things get done.

What You'll Do

Employee & HR Support

• Serve as an approachable and responsive resource for employees with routine questions regarding scheduling, timekeeping, training, benefits, employment forms, policies, and workplace processes.
• Help employees navigate established processes and connect them with the appropriate manager, HR, Finance, or program leader when additional assistance or a decision is needed.
• Maintain accurate and confidential employee records and documentation.
• Support employee changes, benefits administration, and other HR processes.
• Coordinate leave-of-absence paperwork and communications, including sending established forms, notices, and resources and helping employees navigate applicable leave processes and Minnesota Paid Leave.
• Provide patient, respectful assistance to employees with different backgrounds, communication styles, experience levels, and support needs.

Recruiting & Onboarding

• Prepare and post approved job advertisements.
• Monitor applications and maintain accurate recruiting records.
• Communicate with applicants and coordinate interviews with hiring managers.
• Coordinate background studies, pre-employment requirements, offer documentation, and new-hire paperwork.
• Prepare onboarding materials and help new employees successfully navigate the onboarding process.
• Follow up to ensure required onboarding steps are completed timely and accurately.

Training & Workforce Compliance

• Maintain systems used to track required employee orientation and Minnesota 245D training.
• Review training records for missing, incomplete, or overdue requirements.
• Communicate upcoming and overdue requirements to employees and supervisors and follow up through completion.
• Maintain organized and accurate training and workforce records to support organizational and regulatory requirements.
• Escalate unresolved compliance concerns to the appropriate leader.

Timekeeping & Workforce Reconciliation

• Serve as a resource for employees and supervisors with routine timekeeping questions and corrections.
• Review employee timekeeping information for missing, incomplete, or potentially inaccurate records.
• Compare applicable employee time records with service records and other available documentation to identify discrepancies requiring follow-up.
• Communicate discrepancies to employees and supervisors and track outstanding items through resolution.
• Identify recurring issues or trends and communicate them to appropriate leadership.
• Escalate matters requiring payroll, Finance, program, or HR review rather than independently making decisions outside the position's authority.

Front Office & Administrative Operations

• Serve as the primary person answering Blue Sky's main telephone line and welcoming visitors to our Detroit Lakes office.
• Receive and distribute mail and coordinate outgoing mail and packages.
• Provide administrative and project support to managers and organizational leaders.
• Coordinate routine company fleet needs, including monitoring fuel levels, maintenance schedules, and arranging routine service.
• Maintain an organized, professional, and welcoming front-office environment.
• Assist with other administrative and workforce projects as organizational needs change.

What We're Looking For

The right person for this position is organized, approachable, resourceful, patient, and exceptionally good at follow-through.

Our employees and the individuals we serve come from a wide variety of backgrounds and have different abilities, communication styles, and support needs. You must be comfortable interacting respectfully and professionally with people who may communicate, learn, or approach situations differently than you do.

This position also requires someone who can work independently while recognizing when a question or situation needs to be escalated. You'll regularly handle confidential information, competing priorities, frequent interruptions, and details that matter.

Qualifications

• Two or more years of administrative, human resources, healthcare, human services, office coordination, payroll/timekeeping, or other related experience.
• Strong organizational skills and attention to detail.
• Demonstrated ability to independently manage responsibilities and follow open items through completion.
• Strong written and verbal communication skills.
• Ability to remain patient and professional when assisting employees who may be frustrated, confused, or need additional explanation.
• Comfortable working with spreadsheets, electronic records, and multiple software systems.
• Ability to review information, identify discrepancies, and follow up to resolve them.
• Ability to maintain confidentiality and exercise sound judgment with sensitive employee information.
• Ability to recognize when a question can be resolved through an established process and when it should be escalated.
• Valid driver's license and ability to assist with company fleet responsibilities.
• Experience in human resources, healthcare, disability services, human services, or another regulated environment is strongly preferred. Previous Minnesota 245D or Therap experience is helpful but not required.

About Blue Sky, Inc.

Blue Sky, Inc. is a human-services organization supporting individuals with disabilities. Our employees work in a variety of programs and settings, and this position plays an important role in supporting the people who make those services possible.

You don't need to know everything on day one. We are looking for someone who is willing to learn our industry, takes ownership of their responsibilities, communicates well, treats people with patience and respect, and enjoys helping employees and leaders keep things moving.

Schedule: Monday–Friday, 8:00 AM–4:30 PM
Location: Detroit Lakes, MN
Employment Type: Full-Time, Non-Exempt

$18.00 – $20.00 per hour, depending on experience