GENERAL FUNCTION:

This position will be responsible for the administrative functions of the HR department including database management, hiring and onboarding staff, and ongoing maintenance of employee records. The HR Coordinator serves as a point of contact for employees regarding HR-related inquiries and ensures compliance with relevant policies and regulations. This role requires strong organizational skills, attention to detail, effective communication abilities, and a commitment to maintaining confidentiality. The HR Coordinator contributes to fostering a positive work environment and supporting the company's goals through their efforts in HR administration and coordination.

As the CEO Assistant, you will play a critical role in supporting the Chief Executive Officer in various administrative, operational, and strategic tasks. Your responsibilities will include a wide range of duties aimed at facilitating the efficient functioning of the CEO's office and aiding in the achievement of organizational goals. The ideal candidate will possess exceptional organizational skills, discretion, and the ability to multitask effectively in a fast-paced nonprofit environment.

HR Key Responsibilities

· Handles all items involving payroll, timekeeping, retirement payments and reporting, salary updates and benefits for employees.

· Provides support to Association employees with any questions regarding payroll, salary, timekeeping, or personnel issues as appropriate.

· Initiates and maintains proper sign-on for employees, ensuring access to system as needed.

· Responsible for coordinating application process and scheduling New Hire trainings;

· Manages schedule for 30, 60 and 90 day and annual performance reviews, ensuring managers are notified in advance of due dates. Follows up with reminders as needed.

· Creates and maintains electronic performance review system on HRIS. Provides instructions and guidance to managers and staff on accessing and completing performance reviews, in paper or electronic form. Acts as resource for managers and employees throughout the process, including, but not limited to: access to system, completing review form, submitting form, and process in general.

· Maintains Job Description files; maintains performance review forms for manual use; creates performance reviews on HRIS and maintains data.

· Manages new hire and rehire document checklists, ensuring electronic availability. Updates on regular basis as needed.

· Maintains personnel files, active and terminated, including processing required electronic or paper documents with CEO’s approval.

· Responsible for creating, updating and distribution of reports as needed. Includes, but is not limited to: minor report, incident reports

· Processes annual driver checks and biennial criminal background checks on current staff and new staff.

· Conducts social security number verification checks through the Social Security Administration.

· Distributes BC-10 forms and letters to terminated employees.

· Handles employment verification inquiries, researching information and completing required forms.

· Manages inventory of storage files for HR department.

· Coordinates Employee Recognition Program. Prepares reports, award certificates, posters & maintains award supplies; assures proper distribution at appropriate times.

· Maintains uniform inventory & orders name tags for the Association.

· Performs other duties as assigned by CEO,

· Participates in meetings, trainings, groups, coalition, etc. that leverages and expands the YMCA of Paterson’s cause, purpose and brand.

· Builds relationships with other staff and members; Works cooperatively with department heads and supervisors and encourages staff and members to build relationships with other staff and members and join in the YMCA movement.

· Partners with other departments or outside agencies as appropriate to ensure success. Facilitates and guides the teaching of the values of caring, honesty, respect, and responsibility in our YMCA interactions. In addition, model these values personally.

· Participates in Y activities, such as committees, special events, Healthy Kids Day and Annual Campaign and other youth development and food related events,

Assistant to CEO Key Responsibilities:

1. Administrative Support:

· Manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.

· Screen and prioritize incoming communications, including emails, phone calls, and correspondence.

· Prepare and edit correspondence, presentations, reports, and other documents as needed.

· Coordinate and facilitate internal and external meetings, including logistics, agendas, and follow-up actions.

2. Information Management:

· Maintain accurate records and files, both physical and electronic, ensuring confidentiality and accessibility as needed.

· Conduct research and gather information on various topics as requested by the CEO.

· Summarize and present data in a clear and concise manner to assist decision-making processes.

3. Project Coordination:

· Assist in the planning, execution, and follow-up of special projects and initiatives.

· Coordinate cross-functional teams and resources to ensure project deadlines are met.

· Track project progress, identify potential issues, and proactively communicate updates to the CEO.

4. Communication Liaison:

· Serve as a primary point of contact between the CEO and internal/external stakeholders.

· Draft communications on behalf of the CEO, including memos, announcements, and presentations.

· Facilitate effective communication within the organization by disseminating information and coordinating responses as needed.

5. Strategic Support:

· Anticipate upcoming needs and proactively address them to enhance the CEO's effectiveness and productivity.

6. Confidentiality and Discretion:

· Handle sensitive information with the utmost confidentiality and discretion.

· Exercise sound judgment in managing confidential matters and maintaining trust with stakeholders.

EDUCATION, KNOWLEDGE, SKILL & ABILITIES:

· The HR Coordinator shall possess the following skills and experience:

· Minimum of a 4-year college degree and 4 years of experience in office management, human resources, or another related field; Demonstrated proficiency in database management, preferably in an HR environment.

· Computer proficiency in the use of Windows applications such as Microsoft Office including Word, Excel, Publisher and PowerPoint, Zoom, Google Workspace.

· A professional personal image and the ability to work harmoniously with staff, members, board members, other volunteers and the community-at-large are imperative.

· Strong time management and organizational skills.

· Excellent written and oral communication skills.

· The ability to maintain confidentiality, discretion and professionalism;

· Must Possess Conflict Resolution skills

· The ability to work productively on an independent basis and ability to adapt to changing priorities and work effectively under pressure.

· Must possess a valid driver license and meet the requirements of our insurance company’s driver selection criteria.

· Strong attention to detail and accuracy in all work activities.

· Proactive and self-motivated with a positive attitude and willingness to take initiative.

· Ability to maintain composure and professionalism in challenging situations.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Commute:

• Paterson, NJ 07505 (Preferred)

Work Location: In person