Human Resource Coordinator - Temporary
FLSA Classification: Temporary, Non-Exempt/Hourly, Full-Time (40 hours per week) This position is temporary until December 31, 2025. Reports to: Human Resource Supervisor
Essential Job Duties:- Maintain high levels of confidentiality related to all human resource activities and information
- Redirect HR related calls or distribute correspondence to the appropriate person of the team.
- Greet all visitors with a friendly and professional manner.
- Provide appropriate support to human resources and payroll staff, as needed.
- Track and follow-up with employees/supervisors regarding mandatory or other training assignments to ensure compliance.
- Process and maintain records of personnel-related data (payroll, personal information, leaves, etc.) in both paper and the database and ensure all employment requirements are met
- Communicate with other departments or functions (payroll, benefits, etc.)
- Produce and submit reports on general HR activity
- Understanding of labor laws.
- Maintain and audit employee records in the HRIS system, ensuring data accuracy and compliance with policies and procedures.
- Coordinate the onboarding processes, including new hire orientation scheduling, paperwork tracking, ensuring completion of new hire documents, and system entry.
- Process employment changes such as separations, transfers, promotions.
- Support and track status of recruitment processes and candidates in collaboration with various departments.
- Prepare separation packets and checklists at the request of HR leadership.
- Manage, track and ensure compliance with all employee information and documentation as dictated by governing policies, including new hire required documentation
- Maintain compliance files (I-9, permits, licenses, immunizations etc.), generate reports, and conduct periodic audits.
- Act as backup for HR Assistant for functions such as mail distribution, filing, and supply ordering.
- Participate in cross-functional HR initiatives and projects as assigned.
- Process various time-sensitive data entry, uploads, exports and transactional requests from HR, the business and associates related to status changes in the HRIS and all applicable systems.
- Use established templates to customize and prepare contingent offer letters for signature.
- Receive and ensure timely response to EDD UI claims and quickly and accurately manage EDD requests for payroll information, etc.
- Coordinate and process DSS, Guardian, DOJ or similar records, in addition to drug testing, pre-hire physicals, etc.
- Assist HR Leadership with scheduling of appointments.
- Format, print, obtain signatures for, and file various forms of documentation.
- Track and order employee anniversary gifts when appropriate and coordinate distribution to sites
- Together with the rest of the HR team, engage in employee appreciation events and planning
- Coordinate various employee-focused activities throughout the year, including Holiday door decorating and others, including specific after-hours or weekend events, when appropriate.
- Perform special projects and other responsibilities, tasks, or duties as requested.
- Regular, punctual attendance and appropriate professional attire and standards of conduct.
Minimum Qualifications: - High School diploma or GED equivalent required. AA degree or some college, administrative classes or similar is preferred.
- Display strong problem solving and decision-making skills with a deep understanding of employee relationships, staffing management, Federal and State law compliance.
- Knowledge of appropriate filing and clerical systems and processes required.
- At least 2 years of demonstrably-related experience strongly preferred.
- Knowledge of data entry and knowledge of statistical/data reports
- Bilingual Spanish/English (preferred)
- Must have demonstrated proficiency with Microsoft Office Suite, including Word, PowerPoint, Excel, database management, Outlook (or similar) and others.
- Familiarity or experience with HRIS(ADP) or ATS systems strongly preferred.
- At least two years of office experience in an HR office or similar setting is preferred.
- Ability to maintain confidentiality (this is a must-have)
- Computer literate and adaptable
- Detail-oriented
- CA Driver’s License/Proof of Auto Insurance
- Background Fingerprint Clearance
- Drug Test Clearance
- Ability to read and write English and to communicate at the level required for successful job
- performance.
Physical & Mental Demands: - Ability to sit and work on computer for long periods of time
- Ability to stay focused with many interruptions
- Ability to multi-task
- Daily work with files and documentation
- Ability to lift and carry up to 20 lbs.
- Mobility to file cabinets throughout the day
- Ability to remain professional under pressure
- Ability to deal with many different personalities
- Flexible schedule when required to meet legitimate business needs
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