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HR Coordinator

A

A Step to Freedom

HR Coordinator

Los Angeles, CA
Full Time
Paid
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  • Responsibilities

    Job Description

    The Human Resources Coordinator (HR Coordinator) reports to and works closely with the Executive Director. This position supports the HR function operationally and administratively with duties including leave of absence and disability accommodation administration, onboarding, Form I-9 compliance, time and attendance payroll-related inquiries, primarily responsible for all recruiting efforts for the organization, business recordkeeping, and other general HR projects and responsibilities. The HR Coordinator works with the Executive Director to suggest new procedures and policies to continually improve efficiency of the HR department.

    The HR Coordinator is also responsible for responding to internal and external inquiries regarding benefits, employment, employee relations, and has an active role in ensuring all human resource functions are complying with local, state, and federal regulations. This position also assists with guiding employees through various human resource processes, answering any questions about policies, and assisting the HR Director and other departmental managers in the day-to-day operations of HR. The HR Coordinator position has both administrative- and clerical-level duties.

    ESSENTIAL RESPONSIBILITIES

    • Benefits and Compensation Administration
    • Participate in benefits administration to include, change reporting, reviewing invoices for payment and open enrollment
    • Assist in administration of the compensation program. Monitor the performance appraisal process and salary ranges. In collaboration with the Executive Director, develop A Step to Freedom’s Salary Administration Program by analyzing current employees’ salaries and job descriptions to recommend salaries and/or hourly wages for new hires.
    • Update employee files, tracking benefit, compensation, and/or vacation/sick time changes.

    DATA ANALYSIS AND REPORTING, HUMAN RESOURCES INFORMATION SYSTEM (HRIS)

    • Maintain working knowledge of ADP time and attendance system, compile reports and data analysis, including exit interview data analysis.

    EMPLOYEE RELATIONS

    • Advise management on employee relations matters. At the discretion of the Executive Director, collaborate with managers and supervisors in conducting counseling documentation and ensure managers and supervisors decisions and actions in administering counseling documentation are aligned with local compliance regulations.
    • Provide an effective and dedicated HR advisory service to employees in relation to absence and health issues, conduct and capability, grievance matters, organizational change, and all other employee-relations matters.

    LEAVE OF ABSENCE (LOA) AND DISABILITY ACCOMMODATION ADMINISTRATION

    • Administer leaves of absences and ensure applicable federal and state laws are followed.
    • Act as the primary point of contact and subject matter expert for all LOA inquiries, requests, and LOA designations.
    • Respond to LOA inquiries and process LOA notices and related paperwork.
    • Provide leave status updates, follow-up on incomplete paperwork, return to work and LOA accommodation needs.
    • Track leaves of absence, benefits premium payments, handle LOA-related notifications.
    • Partner with employees on leave to ensure leaves and accommodations are processed and managed appropriately.
    • Respond to all Employment Development Department (EDD) leave verification requests.
    • Create and generate LOA-related reports, as needed.

    ON-BOARDING AND ORIENTATION / FORM I-9 COMPLIANCE

    • Prepare paperwork, schedule, and facilitate a smooth new hire on-boarding process, coordinating with cross-functional departments to deliver an exceptional first-day experience.
    • Handle all administrative tasks for onboarding, new hire orientation including entering data into HR information systems and auditing for accuracy and compliance.
    • Complete Form I-9 compliance requirements and respond to inquiries about Form I-9 requirements.
    • Ensure compliance with and completion of the online electronic New Hire Checklist process.
    • Follows up with new hires when the electronic checklist is incomplete and creates reports, as needed.

    STAFFING AND RECRUITING

    • Develop Applicant Tracking System (ATS) in Zip Recruiter and maintain human resource information records.
    • Compile reports from the database as needed.
    • Manage the recruitment efforts for A Step to Freedom for both exempt and non-exempt personnel, and temporary employees. Recruitment efforts include the following:
    • Revise job descriptions.
    • Consult with the Hiring Manager to identify the department / position- specific needs.
    • Coordinate job posting to various websites and job posting platforms for all full-time regular, part-time, seasonal and/or temporary positions.
    • Research best-cost solutions for job boards and report findings to the Executive Director.
    • Review and screen resumes.
    • As requested, perform phone interviews to determine the knowledge, skills and abilities of applicants.
    • Provide guidance to hiring managers on the applicant selection process.
    • Assist with references and perform background checks on applicants.
    • Inform applicants about position details, benefits and duties.
    • Coordinate with new employee on-boarding and orientation.
    • Create files for all new hires (full-time regular, part-time, seasonal, and temporary employees).
    • Maintain listing of approved positions along with assigned salary grade levels.

    TERMINATIONS

    • Handle all administrative tasks for exit interviews, including entering data into HR information systems and auditing for accuracy and compliance.
    • Coordinate exit interviews and maintain results and complies annual reporting on terminated employees.

    UNEMPLOYMENT / WORKERS’ COMPENSATION CLAIMS ADMINISTRATION

    • Provide detailed and accurate administrative support and responses for unemployment claims.
    • Respond to all Employment Development Department (EDD) unemployment claims verification requests.
    • Partner with Workers’ Compensation claims adjuster to assist with any escalated Workers’ Compensation claims.

    ADMINISTRATIVE / CLERICAL RESPONSIBILITIES

    • Additional projects as assigned by the Executive Director.
    • Assist in the communication, interpretation, and upkeep of Employee Handbook, organizational chart, and contribute to the development of policies.
    • Assist with the on-boarding process including extending offer, drafting offer letters, and ensuring completion of subsequent new hire paperwork.
    • Data entries into the ADP time and attendance system.
    • Maintain monthly updates of employee birthdays and anniversaries.
    • Maintain personnel files in compliance with applicable legal requirements.
    • Prepare and maintain employee files, including confidential personnel, benefit and, 401(k) and workers compensation files.
    • Process employee action forms and ensure proper approvals; disseminate approved forms.
    • Process employee requisition forms and ensure proper approvals; disseminate approved forms.

    SOFT SKILLS COMPETENCIES

    • Adaptability: Adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
    • Communication skills: Excellent verbal, written and listening skills. Able to articulate and share information effectively, speak clearly and persuasively in positive or negative situation while paying careful attention to concerns and questions from employees and/or job in an attentive, friendly, courteous, and service-oriented manner
    • Proofreads and edits work for spelling and grammar. Presents numerical data effectively.
    • Confidentiality: High sense of urgency and understanding of confidentiality/privacy requirements.
    • Decision-making skills: Strong organizational and analytical skills, sound judgment, with an intuitive and proactive approach to support. A keen sense of accountability and the ability to strive for excellence in high pressure situations to plan and accomplish goals.
    • Detail-oriented: Ability to work with a high degree of attention to detail and accuracy, as well as follow-up and provide regular status updates on all assignments. Demonstrate accuracy and thoroughness and monitor work to ensure quality. Ability to organize and prioritize work; ability to perform mathematical computations.
    • Dependability: Consistently adheres to work schedule, follows instructions, responds to management direction, and solicits feedback to improve performance. Demonstrated aptitude to comprehend directions to perform assignments with minimal supervision.
    • Interpersonal Skills: Maintains confidentiality, remains open to others’ ideas, and exhibits willingness to try new things. Ability to handle sensitive and confidential matters with discretion and tact.
    • Planning/Organizing: Prioritizes and plans work activities, uses time efficiently and develops realistic action plans. Ability to manage multiple priorities, projects, and display flexibility in a fast-paced and changing work environment.

    EXPERIENCE & EDUCATION

    • Bachelor’s degree in a related field and/or experience.
    • A minimum of five (3) years of HR experience.
    • ADP (time and attendance system) experience is highly preferred.
    • One (1) to two (2) years recruiting and hiring experience.
    • Benefits administration / open enrollment experience.
    • Previous project management software experience.
    • Strong leave of absence and disability accommodation experience.
    • Strong I-9 compliance experience.
    • Strong interpersonal skills, problem solving skills, verbal skills, and written communication skills.
    • Demonstrated proficiency in Microsoft Office 365 and an intermediate-level Microsoft Excel user as evidenced by the ability to both create and troubleshoot spreadsheets with the ability to learn other technology as needed.
    • Non-profit experience preferred.
    • Able to work a flexible work schedule when some evenings, early mornings and/or weekend work if requested.

    ADDITIONAL ORGANIZATIONAL REQUIREMENTS

    • Possess a positive attitude with strong work ethic, integrity, and honesty.
    • Must be flexible, adaptable, and willing to thrive in an ever changing/fast-paced environment.
    • Develop and maintain sensitivity to employee diversity in the workplace.
    • Behave in ways that demonstrate respectful treatment of other employees, volunteers, and program participants.
    • Be inclusive with the services provided.
    • Valid California driver’s license and an insured vehicle.

    PHYSICAL REQUIREMENTS

    The incumbent is in a non-confined office-type setting in which he or she is free to move about at will. The environment for this position is mostly clean and comfortable but may include some minor annoyances such as noise, odors, drafts, etc. While performing this work, the incumbent:

    • Will spend time sitting, utilizing the computer.
    • Will spend time standing/walking throughout the facilities.
    • Must travel via personal vehicle or public transport to various facilities throughout the region.
    • May lift up to 15 lbs. periodically. If more, the incumbent must request assistance.
    • The incumbent must be able to perform this job safely, without endangering the health or safety of him/herself or others.
    • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    DIVERSITY, EQUITY, INCLUSION, ACCESS & ADVOCACY STATEMENT

    A Step to Freedom is committed to building a diverse staff that reflects the communities we work alongside, and we value equity and inclusion in our workplace. We encourage applications from individuals in all groups and communities, different walks of life, and those belonging to communities historically excluded. As an organization committed to making the world a better place, it is essential that we incorporate a diverse, equitable and inclusive lens into all aspects of our work. We encourage applicants with a global perspective and a commitment to values around diversity, equity, and inclusion to apply.

    The preceding functions have been provided as examples of the types of work performed by employees assigned to this job classification. Management reserves the right to add, modify, change or rescind work assignments.

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    BENEFITS:

    • DENTAL INSURANCE
    • HEALTH INSURANCE
    • PAID TIME OFF
    • RETIREMENT PLAN
    • VISION INSURANCE

    Company Description

    A Step to Freedom is a 501(c)(3) nonprofit organization with a mission to enhance the lives of low-income individuals and families who struggle with social and economic disparities such as homelessness, lack of education, substance abuse, mental illness, and recidivism by providing a safe, supportive, and nurturing environment to break cycles, heal and thrive