Job Summary
We are seeking a dynamic and detail-oriented Human Resources Coordinator/Administrative Assistant to join our team. This vital role combines the responsibilities of supporting human resources functions with administrative duties to ensure smooth operations across the organization. The ideal candidate will foster a positive workplace environment, manage HR processes efficiently, and provide exceptional support to employees and leadership alike. This position reports to the Executive Director.
Key Duties and Responsibilities
· Identify staff vacancies and recruit, interview, screen, and select applicants in coordination with department supervisors; maintain job applicant files and job application logs.
· Plan and conduct new employee orientation and new hire reporting requirements.
· Ensure maintenance and proper updating of employee personnel files; update records; maintain files for compliance
· Administer workers' compensation claims and audits.
· Perform staffing duties, including dealing with understaffing, terminating employees, and administering disciplinary procedures.
· Process and maintain bi-weekly payroll. Ensure maintenance and proper updating of employee payroll records, including exemptions, deductions, and resignations, to maintain and update payroll records; maintain payroll files for audit
· Track employees’ paid time off (PTO), record attendance, and log leave requests.
· Respond to unemployment requests for former employees.
· Represent organization at personnel-related hearings and investigations.
· Administer employee compensation and performance reviews.
· Coordinate and administer employee benefit programs including medical, dental, vision, workers' compensation, retirement, basic life, short-term disability, and long-term disability; provide information to employees and respond to employee questions regarding payroll and benefits.
· Analyze and modify personnel policies to maintain competitive programs and ensure compliance with legal requirements.
· Assist with researching, updating, and implementing written personnel and other policies.
· Advise managers on organizational policy matters as it relates to employees and act as a liaison between management and employees by handling questions, interpreting and administering policies, and helping resolve work-related issues.
· Represent the organization at personnel-related hearings and investigations.
· Coordinate property and liability insurance for all three agencies
· Set up and provide troubleshooting assistance for office phone system, cell phones, computers, fax machines, copiers, cameras, website, antivirus software, email applications, and postage machine.
· Coordinate employee trainings, conferences, and seminars, including travel and expense arrangements
· Organize staff meetings, including required HUD trainings such as fair housing law and holiday luncheons
· Schedule and organize training and travel arrangements and conferences for staff members.
· Compile Board reports, record and maintain meeting minutes.
· Coordinate informal hearings with the Hearing Officers. Record minutes for HCV and Property Management hearings and prepare the decisions.
· Manage parking lot rental, leases, wait list, outreach to fill vacancies, and issue violations.
· Assist with website maintenance and other online postings.
· Assist with special projects and grants, including proofreading and editing correspondence
· Maintain company credit cards and petty cash records.
· Order and maintain inventory of office and building supplies
· All other duties as assigned.
REQUIRED SKILLS:
· Proficiency in Microsoft Outlook, Word, and Excel
· Must be organized
· Attention to detail / Accuracy in data entry, typing, and calculation skills
· Ability to multitask in a fast-paced environment
· Must be able to work independently and make decisions
· Must be self-motivated
· Applicant must have good telephone etiquette
· All positions require working with the public, including a diverse population representing people from various socioeconomic and cultural backgrounds.
PHYSICAL REQUIREMENTS:
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk, and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.
Pay: $21.00 - $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
