JOB SUMMARY

The HR Coordinator provides administrative and clerical support to the Human Resources department. This role focuses on maintaining accurate employee records, supporting payroll and benefits processes, assisting with recruitment logistics, and handling a variety of routine HR documentation tasks. The HR Coordinator ensures the accuracy and confidentiality of employee information while providing reliable administrative support to the HR team.

ESSENTIAL DUTIES, FUNCTIONS, AND RESPONSIBILITIES

HR and Administrative Support

• Provide comprehensive administrative support to the HR department, including data entry, filing, basic recordkeeping, and word processing tasks.
• Maintain accurate employee records in the HRIS.
• Assist employees with inputting personal information in the organization's HRIS.
• Schedule employee training sessions, new hire orientations, and other HR-related events, ensuring accurate communication of schedules, locations, and required materials.
• Prepare orientation materials such as handbooks, forms, and presentations.
• Assist in the recruitment process by posting job openings, screening resumes, and scheduling interviews.
• Assist employees with inputting personal information and accessing resources in the HRIS.
• Collaborate with HR on various initiatives and projects, providing logistical and administrative support as needed.
• Responsible for picking up mail daily.

Recruitment and Onboarding

• Post open positions on internal and external job boards as directed.
• Review incoming applications and send top candidate profiles to management.
• Complete all required onboarding and offboarding paperwork, ensuring accuracy and confidentiality.
• Program and deactivate employee access cards and update alarm system permissions as needed.

Records, Systems, and Compliance

• Maintain accurate employee data within the HRIS, ensuring timely updates for new hires, changes, and separations.
• Assist in auditing personnel files and records to ensure compliance with retention and confidentiality requirements.
• Assist in the preparation of reports and data summaries as requested for compliance, audits, or leadership review.
• Ensure all HR-related documentation is organized, complete, and easily accessible for authorized users.
• Help employees with any system access issues.

Administrative and Cross-Functional Support

• Provide administrative support to the HR team, including correspondence, filing, scheduling, and reporting.
• Act as a backup resource for front desk coverage when required and assist with lunch break relief daily.
• Collaborate with other departments to support HR-related initiatives or special projects.
• Identify and recommend process improvements to enhance efficiency and employee service.
• Lead facility safety meetings and track attendance.
• Assist with the processing of payroll and verifying payroll reports.
• Reconcile benefits invoices to align with payroll records.

Other Duties

• Process the monthly supply order and stock the breakrooms each month.
• Manage multiple tasks simultaneously, adapt to changing priorities, and handle unexpected challenges.
• Exhibit exemplary attendance and punctuality.
• Comply with company policies and procedures.
• Perform other duties as assigned.

EDUCATION & RELATED EXPERIENCE

• Associate or Bachelor's degree in Human Resources, Business Administration, or related field preferred.
• Two or more years of HR or administrative experience required; experience in recruitment, onboarding, or benefits administration preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with HRIS systems required.
• Spanish language proficiency preferred.
• A valid driver's license, reliable transportation, and the ability to be covered under the organization's auto insurance are required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge and commitment to NWAFB's mission, priorities, programs, policies, and procedures, including showing compassion and respect toward individuals experiencing food insecurity.
• Knowledge of HR policies and procedures, HR best practices, and current regulations.
• Strong customer service skills, including a professional demeanor, empathy, patience, and problem-solving abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with HRIS systems.
• Excellent written and verbal communication skills with the ability to handle sensitive information professionally.
• A commitment to maintaining confidentiality and handling sensitive information with discretion.
• A meticulous individual capable of juggling multiple tasks and adapting to changing circumstances and/or varying workloads.
• High attention to detail and organizational accuracy.
• Ability to manage multiple priorities, adapt to changing needs, and meet deadlines.
• Strong interpersonal and problem-solving skills with a proactive, customer-service mindset.
• Commitment to diversity, inclusion, and the organization's mission and values.

SUPERVISORY RESPONSIBILITIES AND INTERACTIONS WITH OTHERS

This position has no supervisory responsibilities. However, the role will be expected to interact daily with coworkers and the general public.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk, hear, and see using close- and/or distance-vision, and use their hands to touch, grasp, or type. The employee may occasionally be required to reach with their hands and arms, walk, and lift or move objects up to 50 pounds. Hand-eye coordination is necessary to operate computers and various pieces of office equipment.

WORKING CONDITIONS

Duties are regularly performed in an office setting. The work environment is usually a well-lit, environmentally controlled indoor environment with a low to medium level of noise. This is a full-time position, and hours of work and days are Monday through Friday, 7:30 a.m. to 4:00 p.m. Work hours may vary depending on operational activities and required duties; evening and weekend work may occasionally be required.

This job description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. The responsibilities, tasks, and duties may differ from those outlined in the job description, and other duties, as assigned, may be required. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, age, sex, sexual orientation, gender identity, disability, veteran status, genetic information, or any other status protected under applicable local, state, or federal nondiscrimination laws.

This document does not create an employment contract. Employees are employed on an "at-will" basis and may be terminated at any time. Consistent with all federal and state disability laws, The Company will provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause a direct threat to this individual or others in the workplace and the threat cannot be eliminated by reasonable accommodation or cause undue hardship to the organization. The Company provides equal employment opportunities to all applicants.

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