Human Resources Coordinator

Description

AGENCY OVERVIEW

Since our founding in 1895 in Marin County as an orphanage – and through subsequent years as Sunny Hills Services – Side by Side has been at the forefront of best practices in child welfare, working with the most vulnerable youth in our community. Today, Side by Side operates in four counties – Marin, Alameda, Sonoma, and Napa – across the Bay Area, reaching nearly 2,000 children, young adults, and family members per year with much-needed services related to behavioral and mental health, early intervention in schools, LGBTQIA support, transitional housing for foster youth, and special education. 

Side By Side places high value on individuals with a passion for helping underserved youth and families in a collaborative and inclusive work culture. We strive to work together to create a trauma-informed workplace where we walk the walk of diversity, equity, inclusion, and belonging principles. 

COMPENSATION

This position is full-time at 40 hours/week and an hourly rate of pay between $27.00 and $30.00 based on

education and years of experience.

BENEFITS

• 3 weeks of paid vacation for F/T employees increasing to 4 weeks of vacation after 2 years of service
• 2 weeks of sick leave for F/T employees with 2 additional sick days for direct service staff 
• 10 paid holidays per year and 1 Self-Care Anniversary Day each year
• 100% employer-paid Medical for F/T employees including platinum level Kaiser Permanente insurance, Sutter Health or Anthem options
• Dental and Vision Insurance
• Long Term Disability insurance up to $9,000 per month, plus $50,000 Life and AD&D insurance.  Employees also have the option to purchase additional life insurance at their own cost.  
• 403b Retirement Plan
• Professional development and other learning opportunities including unlimited access to over 1,000 behavioral health courses online. Side By Side is a Public Service Loan Forgiveness certified employer
• FREE Employee Assistance Program including up to 10 complimentary personal counseling sessions per problem, per year for staff and dependents
• Employee recognition program with $1,000 bonus awards
• Employee referral bonus of up to $1,000
• Pet Insurance

POSITION SUMMARY

The HR Coordinator works under the supervision of the HR Director and works closely with the HR Generalist to provide administrative support to the human resources and training in multiple geographic regions. Attention to detail, multi-tasking and customer service in a fast-paced environment are required to meet deadlines. This position requires compliance with HR policies, regulations, laws and other procedures; delivers excellent customer service, emphasizing communication, recognition, teamwork and collaboration; and continually seeks ways to support and develop standardized processes and procedures. The position carries out responsibilities in the following areas: recruitment, onboarding, benefits administration, personnel file management and other HR and administrative tasks as needed. Responsibilities involve exposure to sensitive information and require use of tact, diplomacy, discretion and judgment.

This position will be hybrid with 1-2 days per week in our San Anselmo office.

WHO IS A SUCCESSFUL CANDIDATE FOR THIS ROLE?

We are a small team and are looking for the right candidate to join us! Our team strives to provide timely support to our colleagues. And we go the extra mile. A successful candidate for this role is one who possesses emotional intelligence; who seeks to go above and beyond in helping their colleagues; one who is inquisitive, is looking to grow within HR and is not afraid of tackling projects and working independently. If you have those traits, then we want to hear from you!

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintain utmost confidentiality in all matters pertaining to employee records and investigations.
• Provide excellent and friendly HR support to our employees. 
• Assist the HR team in maintaining the Paylocity HRIS system including processing HR changes.
• Administer benefits, including enrollments, changes and terminations in Ease and Paylocity. Process required documents through payroll and insurance providers to ensure accurate record-keeping and proper deductions.
• Maintain accurate and complete current employee personnel files, including orientation, training, performance appraisals, promotions/pay raises, leave of absence, sick time, paid time off processing, emergency and home address and telephone numbers, disciplinary documents, garnishments, terminations, etc.
• Process TB test information with candidates and conducts background checks, fingerprinting and DOJ, FBI, CCL and other agency clearances.
• Remain current with existing and new developments in human resources laws, regulatory practices, policies, programs and procedures. 
• Complete Forms I-9, verifies I-9 documentation and maintains I-9 files. Submits online investigation requests and assists with new-employee background checks.
• Coordinate workers comp DWC-1 forms and prepares OSHA 300 annual report.
• Process employee and employer 403b deposits each pay period for elective deferrals
• Create and runs a variety of reports from the HRIS system including new hires, terminations, turnover etc.  
• Answer outside inquiries such as employment and wage verifications.
• Produce monthly HR metric reports from HRIS system.
• Maintain DMV records.
• Process termination paperwork and coordinates final paycheck with finance department, including notifying benefit broker, 3rd party COBRA administrator and more. 
• Assist HR Team with scheduling, coordinating and being a back-up to lead orientation for new hires.
• Assist with internal HR audits and recommends corrective action. Participates in audits regarding these functions.
• Coordinate leaves of absence communication with employees.
• Assists with the coordination of the online performance reviews.
• Health & Safety coordinator duties including collecting facility, fire & earthquake inspections, updating quarterly agendas and note-taking.
• Ensuring employee enrollments in the 403b plan are entered timely and accurately into Paylocity
• Other duties as assigned.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and expectations required of the position.

AGENCY-WIDE CORE COMPETENCIES

Ethical Conduct

Understands and adheres to the Agency’s Code of Conduct, demonstrates a high level of integrity in all internal and external activities and complies with the Employee Handbook and all other Agency policies, practices and procedures. Must maintain strict confidentiality related to client, staff and other Agency information

Communication

Able to inform verbally and in writing, with clarity and good effect and to understand clearly and quickly when instructions or orders are received. Includes judgment about what information is important and what is not, and what should be communicated, how, to whom and when. 

Judgment

Able to make decisions in a timely fashion that are sound, accurate and supported by the reasoning and inclusion of appropriate people. Includes the ability to recognize, address and propose solutions to problems that arise. 

Safety

The employee is safety conscious about the work environment and equipment. The work area is free of debris to prevent trip and slip hazards. Standard operating procedures, safety work rules and good general practices are followed on a daily basis.

POSITION SPECIFIC COMPETENCIES

Work Quality

• Attention to detail especially in running an error free payroll.

Priority Setting

• Highly motivated, organized individual with the ability to multi-task and constantly reprioritize tasks in order to meet strict deadlines.

Job Knowledge

• Experience with local, state and federal wage and hour compliance (such as overtime, meal/rest periods)
• Strong spreadsheet skills, with a strong proficiency in Microsoft Excel  

Cooperation

• Ability to work independently, but also effectively as a team member, sometimes receiving work direction from multiple people.
• Ability and interest in learning new systems.

Composure

• Ability to work with financial and personnel information in strict confidence.
• Ability to remain calm under the pressure of deadlines.

Customer Focus

• Prioritizes assisting employees and supervisors with payroll questions and issues. 

Interpersonal Skills

• Must be able to work comfortably and effectively with a diverse group of staff members and the general public, both on the phone and in person.

Requirements

QUALIFICATIONS

• Strong organizational skills with ability to manage multiple tasks 
• Ability to work independently and as part of a team
• Strong written and verbal communication skills
• Experience with managing complex and detailed records
• 1-3 year of administrative or human resources experience 
• Experience with database systems preferred
• 3 years of administrative experience, preferably in an HR department
• Fulfillment of TB clearance and any other mandatory state/federal requirements
• California Department of Justice and FBI fingerprint clearance
• Please note that the COVID-19 vaccination is mandated for all Side by Side staff, except in the cases of approved medical or religious accommodations

PREFERRED QUALIFICATIONS

• Web-based payroll software experience
• College degree preferred
• Base level understanding of Human Resources practices
• Background in a not-for-profit business office environment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Sitting for extended periods of time.
• Walking, standing, twisting and bending for brief periods of time.
• Occasional reaching and/or grasping using hands and/or arms.
• May be required to lift up to 10 pounds.
• May be required to ascend/descend stairs.
• Regular use of hands requiring dexterity in using the telephone, computer keyboard, mouse or calculator.
• Visual ability to read documents and computer monitor.
• Regularly required to talk and hear.

Side by Side provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.  

Salary : $27 - $30