Human Resources Coordinator
HUMAN RESOURCE COORDINATOR
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
This confidential position serves the public by providing a high level of customer service and professional support to the Human Resource Department; performs a wide variety of administrative duties in routine to complex office, clerical, and administrative tasks in support of the Human Resource Department; provides assistance to other Village employees as needed; provides information personally to the public or directs information requests according to established procedures; maintains records and other documents; and performs other related duties as required. This individual will be critical in ensuring that projects, calendars, and priorities are on track, and will be proactive, highly organized, and have excellent rapport with employees at all levels of the organization.
DISTINGUISHING CHARACTERISTICS
The successful HR Coordinator should have strong communication and organizational skills in addition to being detail-oriented. While the ability to work independently is important, many duties require that an HR Coordinator work with others in a team environment.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the Director of Human Resources
EXAMPLES OF DUTIES - Essential and other important duties and responsibilities may include, but are not limited to, the following:
Essential duties and responsibilities
Ensure that best in class customer service is provided to both internal and external customers and also embrace, support, and promote the Village's core values, beliefs, and culture.
Performs a wide variety of sensitive and confidential routine-to-complex office, clerical and administrative tasks and duties in support of the Human Resource Department
Assist with a variety of professional and technical functions in support of human resource management including employee/labor relations, hiring, employee testing, new employee orientation, classification analysis, compensation analysis, benefits administration, unemployment compensation and workers' compensation
Provides timely administration of department communications including correspondence and requests received via phone, email and electronic processes: Provides phone and email coverage; determines priorities when items need immediate attention
Organizes and maintains department records systems; collects and compiles statistical data; develops and creates a variety of technical and statistical reports; updates manual and computer records and tracking systems through weekly file maintenance.
Ensures all employment documents including but not limited to status sheets, requisitions, tuition reimbursement, benefit changes, employee verifications, and routine correspondence are recorded and routed for the appropriate signatures.
Acts as a resource to managers and employees on department processes and Village policies, rules and regulations
Coordinates the ordering of appropriate supplies and monitors budgeted expenditures; processes department invoices for timely payment.
Screen calls, visitors and mail; represent the HR department to all callers and visitors in a professional and customer friendly manner, respond timely to requests for information and assistance, and when appropriate, refer requests to the appropriate HR representative: Works in coordination with support staff for Law department and Village Manager's Office in performance of this function.
Assist with the preparation of documentation, routine correspondence, presentations, and reports often including sensitive and confidential information.
Act as a highly resourceful, team-player, with the ability to work independently, under minimal supervision when needed.
May take and transcribe minutes during various meetings.
Make effective use of office technology including all HR and Finance software, a personal computer, a variety of office software including word processing, spreadsheet, presentation, graphics, and other software applications required to produce a variety of finished documents; and make effective use of calendar/scheduling software and e-mail to provide administrative support
Other important responsibilities and duties:
Provide administrative support for a variety of department operations, special projects and programs as assigned.
Attend and participate in professional group meetings; stay abreast of new trends and innovations.
Coordinate and attend recruitment events, job fairs and pre-employment testing
Act as customer service lead for the department; monitor the assignment and completion of service, equipment and training requests.
Respond to and resolve employee complaints and inquiries.
Perform related duties and responsibilities as required.
QUALIFICATIONS
Knowledge of:
Principles and processes involved in administrative support functions such as tracking and reporting expenses, storing and retrieving documents, customer service methods and practices, evaluation of work processes and related office functions.
Advanced computer applications and techniques including information management systems related to human resources management and payroll administration as well as word processing, spreadsheet, data base and presentation software.
Pertinent Federal, State, and local laws, codes and regulations including equal employment opportunity and labor laws.
Principles of business letter writing and report preparation.
Principles and procedures of record keeping.
English usage, spelling, grammar and punctuation.
Principles of customer service.
Principles of basic accounting and bookkeeping.
English usage, spelling, grammar and punctuation.
Ability to:
Compile and maintain complex and extensive records and prepare routine reports. Maintain confidential data and information.
Successfully work with Village HR and Finance software; MS Office Suite, and the ability to pick up on new software quickly and train others on department software as needed
Demonstrate attention to detail and strong organizational skills.
Schedule and coordinate multiple activities, information, projects and special events for multiple participants;
Analyze situations carefully; adapt to changing priorities and adopt effective courses of action
Take verbal direction and follows through in an accurate and timely manner
Interpret and apply administrative and departmental policies, procedures, laws and regulations.
Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
Independently prepare correspondence and memoranda. Work independently in the absence of supervision.
Establish and maintain effective working relationships with all levels of staff and management
Meet and deal with the public effectively.
Conduct oneself with honest; integrity; sound judgment; resourcefulness; and dependability
Effectively demonstrate and set the clear expectation of providing excellent customer service to all constituents.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following:
Sitting for extended periods of time
Operating assigned equipment.
Maintain effective audio-visual discrimination and perception needed for:
Making observations
Communicating with others
Reading and writing
Operating assigned equipment.
Maintain mental capacity which allows for effective interaction and communication with others.
Maintain reasonable and predictable attendance
Provide best in class customer service
Attend meetings and functions before and after regularly scheduled work hours
Experience and Training Guidelines
Experience: Five years of responsible administrative support experience involving public contact and performing work similar in nature preferably with some experience in municipal government and at the level described above in the Examples of Duties. -AND-
Training: Bachelor's degree from an accredited college or university with major coursework in human resource management, public administration, business administration, communications, or a related field preferred. Combination of training and experience will be considered.
Qualified applicants must be able to demonstrate experience through work samples working with Microsoft Office computer software including Word, Excel, and Outlook, at the intermediate level or beyond.
WORKING CONDITIONS: Work in a fast-paced and complex office environment; sustained posture in a seated position and continual answering of phones; continuous exposure to computer screens.
COVID-19 VACCINATION REQUIREMENTS
As a condition of employment, all Village employees must be fully vaccinated against COVID-19 and must submit proof of vaccination or a completed exemption form. Those employees who are not fully vaccinated shall be required to participate in the Village's COVID-19 testing program and wear a mask at all times in the workplace except when actively eating or drinking.
Experience and Training Guidelines
Experience: Five years of responsible administrative support experience involving public contact and performing work similar in nature preferably with some experience in municipal government and at the level described above in the Examples of Duties. -AND-
Training: Bachelor's degree from an accredited college or university with major coursework in human resource management, public administration, business administration, communications, or a related field preferred. Combination of training and experience will be considered.
Qualified applicants must be able to demonstrate experience through work samples working with Microsoft Office computer software including Word, Excel, and Outlook, at the intermediate level or beyond.