Human Resources Coordinator

ABOUT THE LIBRARY: At the Cambridge Public Library, we welcome all, inspire minds and empower community. We support a Cambridge where everyone has equitable opportunities to learn, people live their best lives, and democracy thrives. Since 1889, the Cambridge Public Library has been a place of learning and community where all are welcome to expand their horizons. Through the Main Library and six neighborhood branches — Boudreau, Central Square, Collins, O’Connell, O’Neill, and Valente — the Library operates as a unified system to offer free library services and programs to residents.

ABOUT THE ROLE: Under the general supervision of the Assistant Director of Human Resources (ADHR), this position provides administrative support for all Human Resources (HR) and Payroll functions of the Library. This position maintains a high level of confidentiality and provides excellent customer service as the first point of contact for all HR and Payroll related inquires. This position also provides coverage for the administration front office and assists with special projects and tasks as assigned. Duties include but are not limited to:

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Conducts the weekly payroll and associated functions, ensuring they are done timely and accurately. Maintains accurate payroll records and reconciles with data in HRIS (PeopleSoft).
• Oversees administration of paid and unpaid leave time for staff including calculating accruals and balances, submitting adjustments, and resolving discrepancies.
• Generates, analyzes, and interprets data from HRIS to support HR and Payroll operations.
• Liaises with the City Payroll Department to ensure Library is accurate and compliant with legal and City policies.
• Interprets City and Library policies and union contract provisions for staff; coordinates with the City HR Department on benefits, compensation, labor relations and other areas that impact the Library.
• Completes Human Resources related paperwork including City-required forms and memos for hiring, promoting, terminating, or changing staff information.
• Assists with recruitment and hiring processes including posting positions, reviewing resumes, setting up interviews, corresponding with candidates, reviewing new hire paperwork, and conducting background checks.
• Assists with onboarding new hires including organizing and conducting biweekly new hire orientations, assigning keys/lockers/workspaces, and any other necessary tasks to ensure smooth onboarding for new employees.
• Working closely with the Assistant Director and the Library Finance team, assists with staff reimbursement requests including tuition, loan scholarship, and workshop/conference attendance.
• Produces the weekly staff e-newsletter.
• Assists with setting up staff trainings and other professional development opportunities. Supports Staff Development Day and Staff Appreciation Dinner efforts, as well as any other staff events.
• Provides high level executive support to the Assistant Director and other Administrators as needed, including managing calendars and correspondences.
• Provides Administrative Office support including answering the phone, greeting visitors, filing, photocopying, and mailing; responsible for maintaining employee personnel files.
• Responds promptly and accurately to staff inquiries, elevating any concerns as appropriate.
• Completes employment verification requests.
• Assists with patron and public service issues as needed.
• Prepares correspondences and reports as requested.
• Assists with implementation of union contract items.
• Maintains current knowledge of applicable state and federal laws that impact employees and employers.
• Demonstrates continuous effort to improve operations, streamline work processes, and work cooperatively and jointly to provide quality service.
• Oversees staff coverage for outages including collecting Library Intermittent availability and providing regular schedules and updates to them, as well as helping to arrange coverage in unplanned staffing situations.
• Reviews staff time off requests closely in relation to coverage needs and availability.
• Any other duties as required for the good of the department and the Library.

MINIMUM REQUIREMENTS:

Education and Experience: Bachelor’s Degree or equivalent and 1-2 years of Human Resources and/or Payroll administrative experience. In exceptional instances, specialized education, training and/or experience may be substituted for part or all of the required elements.

Knowledge, Skills, and Abilities:

• Knowledge and understanding of the Library’s mission, vision, values, and strategic priorities.
• Expert at Microsoft Office Suite, especially Outlook, Excel, and Word. Experience in preparing reports, analyzing data, and payroll calculations in Excel.
• Experience with HRIS and Applicant Tracking systems.
• Strong customer service experience/skills and commitment to public service. Ability to communicate effectively, patiently, and courteously.
• Must be able to demonstrate accurate and efficient typing, filing, recording notes and other clerical skills.
• Excellent attention to detail.
• Ability to write business correspondence and proofread the work of self and others with high degree of accuracy.
• Ability to multi-task efficiently and to focus while being frequently interrupted.
• Ability to be flexible and accommodating.
• Ability to follow oral and/or written instructions quickly and thoroughly.
• Ability to organize work, set priorities, use time effectively, work independently, and meet deadlines.
• Must be punctual and dependable.
• Ability to analyze and creatively solve problems related to the position in a positive manner.
• Commitment to doing all work through a lens of diversity, equity, inclusion, and anti-racism.
• Sound judgment and problem-solving skills, including the ability to handle unexpected situations.
• Strong teamwork skills, including flexibility to fill in during scheduling emergencies and vacation periods.
• Ability to operate library computers, equipment, software, and systems.
• The City of Cambridge's workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.

PREFERRED QUALIFICATIONS: Experience in payroll processing, leaves, benefits and/or labor relations experience preferred.

PHYSICAL DEMANDS: Ability to operate standard office equipment; transport carts of materials which can weigh more than 100 pounds across a level floor or on a ramp; carry baskets of materials weighing up to 30 pounds; pay attention to details and concentrate on tasks despite frequent interruptions and moderate noise levels; communicate effectively and exchange accurate information with coworkers and members of the public; read and organize written material; place materials on shelves or carts which can be located at floor level or overhead.

WORK ENVIRONMENT: Work is performed primarily in an indoor, shared office setting at the library. Normal office exposure to noise, stress and interruptions. May attend and participate offsite in continuing educational programs designed to keep abreast of changes.

SCHEDULE: The schedule requires a 37.5-hour work week, Monday-Friday, 8:30am-5:00pm. Schedule will also include occasional evening and weekend hours for meetings and special events. Flexibility is required.

SUMMARY OF BENEFITS:

• Competitive health, dental, and vision insurance
• Vacation and Sick leave eligible
• Paid parental leave
• Sick Incentive Pay Eligible
• 3 Personal days
• 14 Paid Holidays
• Management Allowance, $2,700/year
• City employee commuter benefits (T-Pass reimbursement Bluebikes membership, EZRide Shuttle membership)

REQUIRED DOCUMENTS:

Please upload the following documents to complete your application:

• Resume
• Cover Letter