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The Administrative Coordinator - HR is responsible for a variety of administrative and clerical functions in the Human Resources Division. This includes but is not limited to support with recruitment and hiring, personnel files, financial administration, special events, and data collection.  Work is performed under direct supervision of the Human Resources Director, but indirect supervision will be provided by all members of the Human Resources staff.  This position serves as an initial contact to external HR customers and has interaction with job applicants, supervisors, managers, employees, the Management Team and other business partners.  The hiring range for this full-time, non-exempt position begins at $54,000 annually (DOQ).

Position Responsibilities

HR Support.  Provides administrative support for the Human Resources Department.  Assists with the administrative responsibilities related to City recruitment and hiring.  This includes organizing recruitment materials, preparing applicant files and new hire packets, and assisting with entering background investigations.

Customer Service. Provides customer service, both in-person and by telephone and e-mail.  Answers basic questions related to employment.  Assists with employee inquiries regarding HR policies, procedures, and benefits. Responds to employment verifications from outside vendors.

Personnel Files.  Compiles, updates, and imports employee records to appropriate files.  Retains and destroys records as allowed by law.  Maintains the confidentiality of sensitive records, personnel files, and other private information.  Meets with outside agencies (when applicable and authorized) to view former and current employee personnel files.  Performs periodic audits of HR files and records ensuring all required documents are collected and filed appropriately.

Financial Administration.  Processes all Division invoices for approval in the financial information system, and reconciles all division P-Card purchases. Assists in reviewing fund availability. Serves as back-up for reviewing bi-weekly payroll registers to assist finance in identifying errors before processing payroll and coordinates error resolution.   

Internal Communications.  Ensures the City's intranet is current including updating the calendar, posting events, creating graphics, and updating information.  Assists with updating employment documents in the City's document management software.  

Drug Screen Oversight. Responsible for the Random Drug and Alcohol Testing process for the Fire Department and in accordance with the Omnibus Transportation Act for CDL drivers.  Assists with the coordination of post offer drug screens for new hires. 

Special Events.  Assists with the coordination of special events including the annual City Quest breakfast, City Holiday Party, Take Your Child to Work Day, the United Way Campaign, annual committee appreciation event, and the annual safety luncheon. 

Wellness.  Serves as a Wellness Ambassador.  Assists the City's Health Enhancement Coordinator when needed with various wellness activities/initiatives.   

Data Collection and Salary Requests.  Researches and collects data for various human resources initiatives.  Performs salary, policy, and other human resources related research.  Responds to requests for copies of job descriptions, salary ranges, policies, and other requests for information. 

City Committees.  Serves as a member of City Committee(s) as assigned.  Responsible for drafting and posting meeting minutes and distributing to divisions, as appropriate. 

Employee Recognition. Oversees the City's Annual Employee Service Award Program, including employee notification, working with recipients for award selections, drafting employee bios, creating a PowerPoint presentation to include employee photos, and ensuring accurate distribution of awards. Maintains annual recognition program to honor employees who have served in the US Military.   Coordinates and facilitates the Excellence in Public Service quarterly employee recognition program, including ordering and distributing award selections. 

Administration.  Provides administrative support as needed with mailings, labels, memos, forms, and reports. Completes Public Student Loan Forgiveness applications upon request.

Minimum Qualifications

- High School Diploma or the equivalent is required.  Associates Degree and/or coursework in human resource management or closely related field is preferred. 

- A minimum of two (2) years administrative or office experience with public contact is required.  One year of experience in human resources, customer service, or a closely related field is strongly preferred. 

- Prior municipal or local government experience preferred. 

Any combination of education and experience that provides the knowledge, skills and abilities to successfully perform the responsibilities identified in this job posting may also be considered.