Human Resources Coordinator Description

About Marin Housing Authority / Careers

Established: May 19, 2020

Definition

The Human Resources Coordinator is responsible for various Human Resources administrative matters and works closely with members of the Senior team. The Human Resources Coordinator operates as the day-today administrative face of Human Resources, carrying out responsibilities of recruitment/employment, onboarding, benefits and compensation administration, leaves management and reporting, open enrollment, data stewardship and analytics, as well as annual trainings and notices. This is a critical role to ensuring data integrity of all personnel data efficient processes and will be a key contributor to creating and improving processes that support high level of service, support and scalability.

Level Summary

This classification reports to the Executive Director with a dotted line to the Human Resources Manager.

Requires strong organizational skills, excellent interpersonal and communication skills, good judgement, a professional demeanor and the ability to provide an excellent first impression of the Agency. Must work well with all levels of Agency personnel, establish effective working relationships throughout the Agency and react to difficult situations appropriately. Confidentiality is essential. Must be highly motivated, creative, flexible, adaptable to change and results-oriented. The Human Resources Coordinator serves as the liaison with the Legal contractors, the Human Resources Manager, IT and Office Administration to proactively handle all new hire transactions and all necessary administration to ensure successful employee life-cycle at Marin Housing Authority. The work requires the ability to exercise considerable independent judgment, initiative, strategic thinking and ability to make sound decisions within broad policies and procedures as determined by County executive management, the Board of Supervisors, and federal, state and county laws, ordinances and regulations.

Example of Duties (Illustrative Only)

• Demonstrate excellent communication skills, both verbal/written and the proven ability to effectively communicate with all levels of management, respond to requests with tact and assertiveness and communicate conflicting deadlines and realistic estimations of completion.
• Exercise sound judgement and negotiate conflict and difficult situations with tact and candor.
• Proven ability to effectively work independently and/or as a collaborative team member.
• Must possess excellent coordination, organization, and prioritization skills.
• Strong service orientation. Client service mindset with the desire to go beyond to support the team and organization.
• Proven ability to creatively solve problems.
• Proficient in meeting coordination and in setting up and supporting webinars, video and teleconferencing as well as learning new data systems.
• Ability to maintain a high level of confidentiality, integrity and professionalism.
• Must be a self-starter who is highly organized, detail-oriented, and can prioritize multiple tasks in a fast-paced, deadline driven environment.

Policy Interpretation and Administration

• Provide first level support for the administration of company-wide human resources policies, procedures, and practices in accordance with company practices, and local legal requirements.
• Act as a first point of contact to employees and respond to general inquiries about HR programs, policies, and other Human Resources-related items.
• Document current Human Resources processes (e.g. onboarding, job changes and offboarding process flows.)
• Proactively identify areas that need process improvement, streamlining or automation to enhance Human Resources operations and service to employees and other stakeholders.
• Help ensure all compliance postings are up-to-date in all offices and required information is properly disseminated.
• Proactively identifies process simplification and efficiency opportunities to management, ensuring the Agency is fully utilizing system capabilities for the benefit of the department.

Recruitment

• Meet with department managers to develop specific recruiting plans.
• Develop and maintain relationships with various employment agencies and search firms.
• Provide company information and job opportunities to potential candidates.
• Participate in annual recruiting budget and ensure adherence to the budget throughout the year.
• Research, analyze, prepare, and present hiring statistics.
• Develop and conduct training programs for managers as to improve recruiting and hiring efficiencies and reduce turnover.
• Provide recruiting support, including conducting background checks and keep internal stakeholders informed.

On-Boarding, Transitions and Off-Boarding

Facilitate (communication and transactions associated with) on-boarding new hires, transitions and offboarding of separated staff, as prescribed by related policies and procedures).

New Hire Orientation

• Conduct smooth onboarding experience/new-hire orientation for office hires and manage the coordination of pre-hire activities in all offices including, but not limited to : working with Human Resources manager, Executive Director and IT on scheduling orientation meetings, collection of on-boarding paperwork and I-9 verification, etc.
• Review completed background checks, use judgement and follow up with correct parties to solve inaccuracies: escalate and suggest resolution when needed.

Retention and Employee Engagement

Performance Management

Enter and maintain data within HRIS (Human Resource Information System), ensuring performance management system is optimally utilized and in line with MOU/PMR policies and procedures.

Training

Coordinate and /or assist in the training of both individual contributors and managers.

Data and File maintenance

• Enter and maintain employee data, as to ensure accurate and compliance, within HRIS and applicant tracking systems as needed.
• Input, maintain and ensure the timeliness, completeness, accuracy and confidentiality of employee data (e.g. hires, job changes, terminations and one-time payments) using the HRIS.
• Own and manage the data integrity of Employee Life Cycle changes into Human Resources Information System, including the creation of the employee’s profile, personal data changes, termination, salary increases, title changes, etc.
• Assist with compliance-related requirements as needed (E.g. EEO-1 submission, posting requirements, managing I-9 compliance, audits, etc.)
• Work with immigration counsel, employees and managers to ensure timely visas for inbound and outbound
• US travel and work authorization.
• Assist with the organization and management of personnel files, including regular filing, conducting routine file audits and purging files ensuring compliance standards are being met.
• Process any internal paperwork, such as verification of employment and process any Human Resources related expenses. 

Benefits Administration

• Provide benefits orientations and enrollments.
• Process and maintain all status reports and pay changes.
• Support benefits administration by answering employee questions and interfacing with benefit providers and accounts payable.
• Working alongside the payroll professional regarding overseeing benefits deductions and additions to the company’s payroll system.
• Coordinate all employee incentive programs.
• Help employee file health, dental, life, and other deferred benefit claims.
• Maintain and verify data related to premiums, claims, costs, profit sharing, and the like.
• Maintain new hire, employee, and absentee reports (weekly, bi-weekly, or monthly).
• Assist employees with questions related to time off, general benefit offerings, and other Human Resources related policies/practices. Act as liaison with payroll. 

General Administration

• Provide onsite logistical support for meetings and conferences, related to Human Resources administration.
• Prepare departmental invoices, coordinate with internal teams or external vendors to ensure appropriate processing of invoices, related to Human Resources administration.
• Analyze, track and interpret data creating reports, spreadsheets and presentations needed to support operational decision making (i.e. HR dashboard, organizational chart, service awards).
• Produce, edit, proofread and disseminate professional level general correspondence.
• Provide drafts, edit and format PowerPoint presentations and prepare meetings materials.
• Organize and maintain documents on departmental shared-drives, confidential personnel files, HRIS and /or SharePoint.
• Strong sense of commitment to the Agency’s mission and values.
• Participate in other projects or duties as assigned, including back-up support to other team members.
• Participate or provide support for ad hoc projects and/or programs relating to Human Resources.
• Prepare Board packets and coordinate meetings with assistance of the Executive Assistant.

Knowledge of

• Principles and practices related to Human Resources operations and programs.
• Federal, state and local laws and regulations applying to human resources and labor relations in the public sector.
• Principles and practices of public personnel administration.
• Effective group leadership, mediation, conflict resolution and problem solving. 
• Practices and methods of public sector labor relations.
• Employee benefit programs and public sector retirement programs.
• CAL/OSHA regulations and Injury and Illness Prevention Programs.
• Workers’ compensation practices and procedures.
• Job analysis methods and techniques.

Ability to

• Outstanding attention to detail and accuracy.
• Strong organizational, problem-solving and analytical skills along with solid judgment and the ability to make timely and sound decisions.
• Ability to manage priorities and handle multiple projects while meeting deadlines.
• Ability to work independently and as a team member.
• Excellent written and verbal communication skill; effectively communicate with people at all levels and from various backgrounds.
• Proven versatile, flexible team player with a willingness to work within changing priorities.
• Drive to ensure delivery of a great employee experience.
• Administer effective human resources programs and processes.
• Recognize and analyze problems, including those of a sensitive nature; identify solutions and consequences and make sound recommendations.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Interpret and apply local, state and federal laws and regulations relating to personnel administration.
• Interpret and explain complex personnel policies and procedures, contract provisions and legal concepts.
• Collect, analyze and interpret data, including classification, salary and benefit information.
• Compile relevant employment tests based upon job descriptions.
• Perform a variety of administrative duties simultaneously with minimal supervision.
  

Minimum Qualifications and Certifications & Licenses

Experience with Applicant tracking and other payroll and benefits administration systems. Any combination of education and experience that would provide the knowledge and abilities listed. Typically, equivalent to graduation from a four-year college or university with major coursework in Business or Public Administration, Human Resources Management or a related field AND five years of professional level human resources experience which has included management, supervisory or administrative experience. Experience providing administrative support to teams and executive/management staff in a public agency. Experience in a union environment is highly desirable. Advances proficiency with Windows and Microsoft Office applications, including Word, PowerPoint, Excel, Outlook, as well as HRIS. Ability and willingness to learn new software tools and applications. Additional professional /technical human resources experience maybe substituted for the education on a year for year basis.

License:

Must possess a valid California class C driver's license and have a satisfactory driving record.

Physical Demands:

While performing the duties of this job the employee is frequently required to sit for extended periods of time, talk and hear within standard ranges. The employee is required to walk, use hands to handle objects, tools, or computer controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work is performed in a normal office setting with moderate noise levels.

Marin Housing Authority is an equal opportunity, affirmative action employer. Minorities, women and individuals with disabilities are strongly encouraged to apply.  Upon request, reasonable accommodations will be made for persons with disabilities and for religious reasons.