Job Title: Office Manager/HR Coordinator
Department: Administration
Reports To: Chief of Staff
FLSA Status: Exempt (Salary)
Location: Springfield, MA
Employment Type: Full-Time
Salary: up to $70,000
About New North Citizens’ Council (NNCC)
New North Citizens’ Council is a community-based nonprofit organization dedicated to improving the quality of life for residents through education, workforce development, family support, and community services. NNCC is committed to equity, inclusion, and culturally responsive service delivery.
Position Summary
The Office Manager & Human Resources Coordinator supports the day-to-day operations of NNCC's Human Resources and Administrative functions. Reporting to the Chief of Staff, this position coordinates recruitment, onboarding, employee records, benefits administration, compliance tracking, office operations, and administrative projects, serving as the primary coordinator for routine HR operations. The position also provides administrative support to the Maintenance Technician and serves as backup to the Receptionist to ensure efficient agency operations.
Essential Duties and Responsibilities
(Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.)
Human Resources Coordination
-
Coordinate all recruitment activities, including posting vacancies, scheduling interviews, communicating with applicants, and maintaining applicant records.
-
Prepare offer letters, onboarding materials, orientation schedules, and new hire documentation.
-
Coordinate pre-employment requirements, including background checks, reference checks, employment verifications, and required screenings.
-
Conduct new employee orientation and ensure completion of onboarding requirements.
-
Maintain accurate personnel files, HRIS records, and employee documentation in accordance with agency policies and applicable regulations.
-
Process employee status changes, personnel actions, benefit enrollments, and payroll-related documentation.
-
Track employee performance evaluation schedules, required trainings, licenses, certifications, and compliance deadlines.
-
Coordinate leave administration, including FMLA, PFML, workers' compensation, unemployment documentation, and other employment-related records under the guidance of the Chief of Staff.
-
Serve as the first point of contact for routine employee HR questions and direct complex matters to the Chief of Staff.
-
Prepare HR reports, workforce data, and personnel documentation to support audits, compliance reviews, and organizational reporting.
-
Coordinate employee recognition, wellness initiatives, and HR communication activities.
-
Maintain confidentiality of employee information and personnel records.
Office Administration
-
Manage the day-to-day administrative operations of the agency's main office.
-
Coordinate office supplies, equipment, vendors, service contracts, and administrative purchasing.
-
Develop and maintain efficient office procedures and administrative workflows.
-
Coordinate agency meetings, conference room scheduling, and administrative logistics.
-
Manage incoming and outgoing mail, office communications, and administrative correspondence.
-
Assist with preparation of reports, presentations, forms, and organizational documents.
-
Maintain organizational records and administrative filing systems.
Facilities & Maintenance Support
-
Provide administrative support to the Maintenance Technician.
-
Coordinate facility work requests and maintain maintenance tracking systems.
-
Schedule vendors, contractors, inspections, and preventative maintenance activities.
-
Assist with purchasing maintenance supplies and maintaining facility records.
-
Support agency safety initiatives and facility compliance activities.
Employee Engagement & Organizational Support
-
Co-lead the NNCC Activities Committee by planning, coordinating, and implementing employee engagement initiatives, organizational events, and community activities that involve employees, community partners, outside agencies, sponsors, and other key stakeholders.
-
Coordinate staff meetings, trainings, employee appreciation activities, and organizational events.
-
Assist with agency-wide communications and initiatives that promote employee engagement and organizational culture.
-
Support special projects and administrative initiatives assigned by the Chief of Staff.
Customer Service & Reception Support
-
Serve as backup to the Receptionist during breaks, vacations, absences, and other staffing needs.
-
Welcome visitors and provide professional customer service to employees, participants, vendors, and community partners.
-
Ensure administrative services are delivered in a responsive, professional, and customer-focused manner.
Required Qualifications
-
Associate degree in Human Resources, Business Administration, Public Administration, or a related field; equivalent education and experience may be considered.
-
Minimum of three (3) years of progressively responsible administrative, office management, or human resources experience.
-
Experience coordinating recruitment, onboarding, employee records, and administrative processes.
-
Strong organizational and project coordination skills with the ability to manage multiple priorities.
-
Excellent written, verbal, and interpersonal communication skills.
-
Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and HRIS or database systems.
-
Ability to maintain strict confidentiality and exercise sound judgment.
-
Valid driver's license and reliable transportation.
Preferred Qualifications
-
Bachelor's degree in Human Resources, Business Administration, or a related field.
-
SHRM-CP, PHR, or other HR certification.
-
Experience working in a nonprofit or community-based organization.
-
Experience with payroll systems, benefits administration, and HRIS software.
-
Bilingual (English/Spanish) preferred.
Core Competencies
-
Human Resources Administration
-
Office & Administrative Management
-
Organization & Project Coordination
-
Communication & Customer Service
-
Confidentiality & Professional Judgment
-
Collaboration & Relationship Building
Work Environment & Physical Requirements
-
Work is performed primarily in a professional office environment with occasional travel to agency locations and community events.
-
Frequent use of computers, office equipment, and electronic information systems.
-
Ability to sit, stand, walk, bend, lift, and carry office materials weighing up to 25 pounds.
-
Occasional evening or weekend hours may be required to support agency events, trainings, or special projects.
-
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
Equal Employment Opportunity Statement
New North Citizens’ Council is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under federal, state, or local law.
ADA & Reasonable Accommodation Statement
NNCC is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA).
At-Will Employment Disclaimer
Employment with NNCC is at-will and may be terminated by either the employee or the organization at any time, with or without cause or notice, in accordance with applicable law.
