Human Resources Coordinator 40 hour

Hebrew SeniorLife•Dedham, MA

22h•Onsite

About The Position

This highly visible position is critical to the high level of customer service that Human Resources provide. This individual is the first person that any client or applicant will interact with. This position is also considered to be the resources center of most HR information in the department. Greet all visitors to HR department, answer phones, assist in guiding employees with basic Workday tasks, job applicants with application process, verify I-9 documents with new hires and track and update I-9’s as necessary for expiration. Responsible for the HR waiting room tidiness. keeping the copy and supply room neat and stocked, distributing mail and to HR team staff. Call copy machine maintenance when needed. Filing of all employee paperwork into employee file and other general clerical filing and duties as assigned.

Requirements

HS diploma required
2 to 4 years of experience as an HR Representative/Assistant or Administrative Assistant in a fast-paced environment.
Familiarity with handling employee inquiries, payroll, benefits, or HR systems is preferred.
Strong customer service skills required.
Must be professional, proactive, collaborative, conscientious and results-oriented individual.
Must have an optimistic and positive demeanor, excellent oral and written communication skills, good intuition and able to adapt to changing priorities and display good, sound judgment with a sense of humor.
Superb organizational skills.
Must have solid analytical skills.
Must be creative and proactive yet disciplined, discriminating and able to streamline work volume in order to maintain bottom line efforts in midst of multi-tasking and daily re-prioritizing.
Must have ability to innovate, think strategically and conceptually, manage multiple projects simultaneously and handle even difficult situations.
Must be motivated to learn and flexible to change.
Computer literacy required; experience with databases, Windows, Word, Excel, and databases.

Nice To Haves

Associates or Bachelors college degree preferred.
Experience with Human Capital Management (HCM) systems such as Workday, Epicor, or similar platforms is highly desirable.

Responsibilities

Greet all visitors to the HR department, answering their questions and directing them to appropriate HR department staff as required with the highest customer service level.
Graciously receive complaints and concerns. Maintain a professional approach to all issues at all times.
Responsible for handling sensitive company and personal information with a high degree of confidentiality.
Ensure compliance with all corporate policies and standards related to HR data management, including the accurate handling of employee records, adherence to data privacy regulations, enforcement of data security protocols, and alignment with internal processes for maintaining data integrity, confidentiality, and accessibility.
Answer main HR department phone lines and transfer calls accordingly.
Provide basic HR support and triage inquiries to the appropriate HR staff member.
Document inquiries/resolution in Employee Service Center portal.
Coverage is required at all times at the front desk, breaks and mail pick-up etc. will require coverage. It is the responsibility of the HR Coordinator to obtain coverage from other staff members for breaks and mail pick-ups etc.
Coordinate ticket purchasing throughout HSL.
Assist HR department with annual, employee benefit open enrollment process.
Actively engage with team members to effectively meet quality metrics and service level agreements.
Assist with scheduling appointments and meetings. (Interviews, ER Issues, Performance Appraisals, Exit Interviews, etc.)
Process and submit HR team expense reimbursements and vendor invoices.
Assist in guiding job applicants through online process.
May assist with CORI and background requests and process.
Process employment verifications.
Assist in pre-employment onboarding and new hire process.
Verify I-9 documents with new hires.
Audit monthly, track and update expiring I-9 documents for reverification process.
Send letters/emails to employees and managers to notify them of upcoming expiration of documents.
Notify and coordinate assistance with HR Business Partner.
Coordinate new hires badge picture taking and manage secured photo database, coordinate with the Security Department.
Assist new hires with obtaining parking passes, in coordination with the security department.
Plan and coordinate monthly new hire orientation preparation, including assembling packets, housekeeping and catering planning, and annual coordination of room scheduling, agenda planning and speaker presentations.
Certification and License updating in HRIS as well as ensuring all appropriate related employee correspondence.
Receive termination notification, pull active file, background check result and I9.
File according to guidelines.
Assist with recruitment and interview process, as needed.
Prepare materials for job fairs, open houses and recruitment events as needed.
Organize and plan monthly HR team staff meeting, including collaborating with HRLT on drafting final agenda.
Responsible for the HR waiting room, copy and supply room tidiness.
Orders and maintains supplies.
Maintain existing employee files and other general clerical and filing duties as assigned.
Mail FedEx envelopes as requested.
Check the HR lock box each day and distribute paperwork to appropriate HR staff member.
Completes special projects as assigned.