HR Coordinator (Administrative)

BASIC PURPOSE

The HR Coordinator supports the daily operations of the HR department by performing a variety of administrative tasks and providing excellent customer service to employees and visitors. This includes assisting with records management, benefits administration, staffing, training, employee engagement, and compliance matters. The role also involves assisting with leave management and ensuring adherence to HR policies and regulations. A critical responsibility of the HR Coordinator is maintaining confidentiality, as they manage sensitive employee data, ensuring its privacy and security at all times.

 

ESSENTIAL FUNCTIONS

 

Staff the HR department window and main telephone line, answering routine questions related to HR services and directing customers to appropriate resources.

Track employee usage of leave programs, including FMLA and leave of absence policies and related activities and recordkeeping.  Ensure compliance with all regulations.

Process personnel transaction forms and data entry for new hires and for routine employment changes.

Create and maintain personnel (active and terminated) files and file all employee documents as appropriate.  Maintain personnel files in compliance with applicable legal requirements and conduct periodic records audits.  Coordinate storage and retention of HR records.

Assist with FMLA administration and related tasks, including disability claims, record tracking, and other duties as assigned.

Create HR Staffing Level Report.

Support all members of the department with general administrative assistance such as copying/scanning, preparing documents and correspondence, conducting research, running reports, scheduling appointments, filing, preparing mailings, etc.

Coordinate department events and assist with company functions.

Track department budget and expense information.

Respond to employment verification requests for former and existing employees.

Administer recurrent physical requirements for DOT compliant positions.  Send reminder letters and make phone calls, intake physical exam paperwork, update employee records to include the driver's license database.  Schedule recurrent exams as needed.

Assist coordination of interns at PSTA, and oversee interns assigned to the HR department.

Operate and arrange for the maintenance of office equipment such as fax machines, computers, copiers, and recycling.  Ensure adequate paper supply in copier and fax.

Perform mail distribution within the HR department.

Prepare monthly departmental office supply order.

Use various software daily, including Microsoft Word, Excel, Outlook, PowerPoint, FleetNet.

Research and suggest process improvements. Create and maintain instructional documents, templates, and SOPs for this position.

Maintain a neat and professional environment in the HR department, including ensuring document and information security.

Perform other duties as may be assigned.

 

MINIMUM QUALIFICATIONS

Education:  High school diploma or GED with supplemental courses or training in human resources, business administration or other related fields.

Experience:  Two years' experience performing a variety of administrative duties.  Prefer at least one year of experience in a Human Resources office, and at least one year providing customer service via telephone and in person.  Proficiency in Microsoft Excel, PowerPoint, Word, and Outlook at an intermediate level is required.

 

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:  Knowledge of federal, state, and local employment laws and compliance requirements.  Office management and administrative procedures, rules of grammar, spelling, punctuation and composition, establishment and maintenance of record keeping systems and procedures, effective telephone techniques.

Skilled in:  Efficient and accurate typing, proficient use of personal computers with spreadsheet and word processing software, intermediate skills in Microsoft Excel, PowerPoint, Word, and Outlook, basic mathematical computations.

Abilities:  Establish and maintain effective working relationships with all levels of employees, maintain confidential information, prioritize work based on the ongoing demands of the department, prepare clear, concise and complete reports and correspondence, perform routine clerical duties, exercise initiative and work independently, operate a variety of office equipment and machines.

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