Human Resources Administrator & Office Coordinator_NE-NSC-101

Job Summary

Ensures the accomplishment of the various office tasks in the most efficient and effective manner

possible; prepares various routine and special reports to keep the Officers abreast of progress; ensures

office operations are in compliance with established departmental policies and procedures; completes all

human resources functions for Corps. Administers the day-to-day operations of the Human Resources

office; interviews, screens, and hires employees; prepares and maintains personnel records; handles all

employee relations issues and conducts investigations as needed; communicates and enforces personnel

policies and procedures; prepares and plans employee training.

Essential Functions

This job description should not be interpreted as all inclusive. It is intended to identify the

essential functions and requirements of this position. The incumbent may be requested to

perform job-related responsibilities and tasks other than those stated in this job description.

Office Coordinator Responsibilities (50%)

Prepares, types, and processes correspondence, check requests, audit sheets, forms, invoices, legal

documents, notices, bulletins, manuals, etc.; ensures the accuracy, completeness, and timeliness of the

same.

Prepares and maintains office records, reports, databases, journals, books, logs, lists, etc. in an accurate,

complete, and timely manner; updates, posts and indexes information and inputs data to maintain office

records; researches office files to locate specific information found in documents, correspondence, lists,

forms, etc. in order to prepare specific reports.

Prepares and proofs various routine reports; compiles and records information and statistics necessary to

generate routine reports; proofs reports for errors and to ensure they are grammatically correct.

Receives and responds to questions or problems regarding the office operations; researches information

in order to provide information or resolve problems in a timely manner.

Receives, sorts, collates, and distributes mail in an accurate and timely manner; ensures that all mail

received is forwarded to the appropriate person and/or destination; collects and prepares outgoing mail.

Processes the daily mail donations for the Corps; submits donations and reports to the Finance

Department for further processing; makes bank deposits as needed.

Performs routine filing of a variety of correspondence, forms, cards, records, reports, and documents;

maintains and utilizes the bring-up filing system; ensures the files are maintained in an organized and

efficient manner.

Photocopies and/or shreds a variety of items including correspondence, forms, reports, and documents.

Participates in regular staff meetings with the office employees to discuss work priorities, practices, and

procedures; resolves operational and personnel problems; provides recommendations for improvementsand/or enhancements in office productivity.

Performs limited decision-making as granted by the Corps Officers, in their absence, which may include

minor public relations issues, human resources, or supply purchasing situations.

Orders office supplies and ensures that the office supply inventory is maintained at a level to meet the

needs of the department; prepares purchase requisitions and orders equipment and any other special

items required for the office operations; coordinates outside vendors as needed.

Supervises and assigns the work of community service workers and submits paperwork to Adult

Probation Services; acts as liaison with Probation Offices.

Human Resources Responsibilities (50%)

Completes all employment action documentation for Corps employees including but not limited to new

hire, background checks, E-Verify, classification changes, and separation, FMLA, and workers

compensation.

Prescreens and interviews applicants for prospective employment; assists the Corps Officers with all

aspects of the recruitment process as requested by the Corps Officers.

Conducts new hire orientation for new employees; explains policies, procedures, and mission statement

to all new employees; completes and maintains employment files for employees.

Ensures paperwork is submitted to DHQ Human Resources for review and approval by the Divisional

Finance Board in a timely manner.

Completes and submits paperwork for Christmas Seasonal employees to DHQ Human Resources,

ensures that all paperwork is completed, accurate, and submitted in a timely manner.

Maintains the confidentiality of all human resource records, and the confidentiality of human resources-

related correspondence, conversations, or issues residing in the Corps; ensures all departmental files are

maintained in secure and organized manner and retained according to record retention guidelines.

Attends and participates in staff meetings; reports information and discusses operational

problems/solutions; maintains awareness of program goals and objectives as well as changes in policy;

communicates pertinent information to assigned staff to ensure compliance with the same.

Coordinates performances evaluations of employees with supervisors and managers and distributes all

merit increase letters.

Assists the Business Manager/Bookkeeper with payroll, auditing, and approving employee timesheets,

and PTO requests.

When an application is selected for review, typically, only applicants who indicate the relevant education and experience requirements, as indicated in the job description for the position, may be considered for job openings. Please FULLY complete the application, answer questions completely, honestly and to the best of your ability. Please also upload a copy of your resume (when available). Those applicants requiring accommodation to the application and/or interview process should contact a representative of the Human Resources Department at the applicable location.

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