People Operations Coordinator

PROVAIL•Shoreline, WA

2d•$28 - $31•Hybrid

About The Position

PROVAIL is hiring a People Operations Coordinator to join their team and play a vital role in creating a seamless employee experience from onboarding through offboarding. Reporting to the Talent Acquisition Manager, this position is responsible for accurately managing employee lifecycle processes, personnel records, documentation, and sensitive employee data while ensuring compliance with agency standards and applicable federal, state, and regulatory requirements. The ideal candidate is highly organized, detail-oriented, and dependable, taking pride in accuracy, protecting confidentiality, and keeping processes running smoothly. As a key operational partner, the People Operations Coordinator will help maintain data integrity and audit readiness, support seamless employee transitions, and identify opportunities to strengthen and improve People Operations processes across the organization. This is a full-time, weekday position (Monday–Friday, typical business hours) with an expectation of at least 2-3 onsite days per week at PROVAIL headquarters, and additional in-person presence as needed.

Requirements

HS Diploma or GED and 2 years or experience in administrative or human resources roles.
Familiarity with Human Resources Information Systems (HRIS) such as UKG, PeopleSoft, or ADP is highly valued.
Must be able to travel between work sites, attend off-site meetings, and efficiently meet with clients and business partners in the community as required to fulfill job responsibilities.
Must be able to pass a criminal history background check.
Demonstrates the ability to communicate effectively, both orally and in writing, with all levels within the organization and with external customers.
Demonstrates excellent interpersonal skills, listens actively, and conveys information clearly.
Demonstrates a commitment to equitable, inclusive, and respectful practices in all interactions.
Exhibits an openness to learning from diverse cultural perspectives, lived experiences, and communication styles.
Demonstrates genuine understanding of others’ feelings, perspectives, and experiences.
Uses person-centered language and affirms dignity and worth.
Consistently upholds confidentiality, ethical standards, and professional boundaries.
Builds and maintains supportive relationships while safeguarding the emotional and physical well-being of others.
Maintains high standards for accuracy, thoroughness, and continuous improvement.
Maintains composure, focus, and effectiveness under pressure or adversity.
Performs well when faced with a time frame, workload, adversity, disappointment, or opposition stressors.
Ability to sit, stand, and/or walk for extended periods.
Communicate effectively with others verbally & in writing.
Lift and carry items up to 25 pounds.
Operate computer hardware and related systems.
Sufficient visual and hearing abilities to perform job duties safely and effectively, including close and distance vision, color vision, peripheral vision, depth perception, ability to adjust focus, and the ability to hear and respond to verbal communication and environmental sounds.
Engage in and respond to difficult or sensitive conversations with participants, residents, clients, family members, coworkers, supervisors, and external partners.
Maintain clear, consistent, and professional boundaries, even in emotionally charged situations.
Navigate ambiguity, competing needs, and changing priorities.
Demonstrate emotional regulation, sound judgment, and professionalism under stress.
Acknowledge that discomfort may occur and remain effective while upholding organizational values and expectations.
Adherence to all agency safety protocols, including infection control, incident reporting, and emergency response procedures.
Participation in required trainings (e.g., de-escalation, CPR/First Aid, workplace safety).
Use of personal protective equipment (PPE) as required by role or setting.

Nice To Haves

Lived experience and experience working with individuals with disabilities in a community setting is preferred.

Responsibilities

Responds to general, routine employee inquiries and HR inbox messages, redirecting messages to the appropriate People & Culture staff.
Assists employees and managers in the use of our time and attendance system.
Oversees the Employee Referral Bonus Program, approving and processing payments.
Responds to requests for wage verifications and employment verifications, liaising with employees and requesting agencies as necessary.
Performs timely background checks in compliance with the Division of Developmental Disabilities (DDD) and/or Division of Vocational Rehabilitation (DVR).
Ensures timely completion of annual background checks.
Assists employees and candidates with scheduling fingerprint-based background check appointments.
Maintains character competency suitability reviews (CCS).
Identifies and reports opportunities or deficiencies with existing processes to management, along with recommendations for resolution.
Provides direct support to the HR Manager, updating the human resource information system (HRIS), creating correspondence, and special projects.
Assists employees with Public Service Loan Forgiveness (PSFL) applications.
Coordinates health benefits enrollments and changes in compliance with federal, state and local laws and regulations through the various carriers, including but not limited to assisting with the annual open enrollment, responding to questions about health plans, and processing new enrollments, changes, and terminations.
Administers COBRA notices.
Assists employees with enrollment and change issues, liaising with benefit vendors as needed.
Ensures effective communication of plan developments and changes to employees.
Provides reports on demand such as census and other data for brokers, insurance carriers and management.
Maintains accurate and up-to-date personnel records in compliance with legal requirements and PROVAIL policies.
Ensures confidential handling and secure storage of employee files.
Processes recordkeeping on all employees, interns, work-study students and independent contractors in accordance with agency, applicable federal, state and local law, federal contractor and certification requirements.
Creates and maintains electronics and paper personnel files.
Follows up with new hires who have missing documentation.
Conducts periodic personnel file audits to ensure compliance.
Creates new personnel files to ensure they are created within the first week of employment.
Manages the archiving process in accordance with records retention policies.
Reviews, tracks, and documents compliance with mandatory online training (Navex).
Monitors and records employee participation in ethics and compliance training and initiatives.
Facilitates audits by providing records and documentation to auditors.
Generates reports on employee completion and compliance status.
Runs standard reports in and prepares data for internal and external audiences.
Assists the Talent Acquisition Manager with onboarding new staff.
Duties include but are not limited to HRIS setup, personnel file creation, scheduling attendance to New Employee Orientation.
Updates and maintains the onboarding portal in the HRIS.
Works directly with managers to administer technology and system access setup for new employees.
May also support changes for existing employees.
Assists with New Hire Orientation as needed, including collecting/verifying required documentation, safety overview, and presenting the benefit portion of orientation.
Manages separations by updating the HRIS, deactivating IT and building access, and updating personnel files.
Coordinates with the Payroll Accountant 2 to issues final paycheck and vacation payout.
Contribute to a respectful and inclusive workplace by demonstrating behaviors aligned with PROVAIL’s Equity Statement and Anti-Racist Policy.
Collaborate effectively across departments while valuing diverse perspectives and lived experiences.
Use inclusive communication practices and support accessibility for colleagues, clients, and visitors.
Participate in learning opportunities related to equity, inclusion, and cultural responsiveness.
Performs end-to-end recruitment process in the Talent Acquisition Manager’s absence.
Other duties as assigned.

Benefits

Competitive pay, $28 - $31 per hour, DOE
Comprehensive medical, dental, vision insurance with highly subsidized employer contribution for the employee.
Dependent coverage for qualified family members is available.
Employer Funded Health Reimbursement Account (HRA) when enrolled in a medical plan.
Flexible Spending Accounts (FSA) - Health Care and Dependent Care
Employee Assistance Program
104 hours paid vacation plus incremental increases based on years of service
Twelve paid personal holidays
403(b) retirement plan
Referral bonus program
Monthly cell phone stipend and mileage reimbursement
Extensive paid training and professional development opportunities