Human Resources Coordinator

TITLE: Human Resources Coordinator

DATE: February 2024

REPORTS TO: Human Resources Director

SUPERVISORY RESPONSIBILITIES: None

If you are adept at providing comprehensive Human Resources support while upholding the highest standards of confidentiality, integrity, and exceptional customer service then this role may be a great fit for you. We are seeking a bilingual individual to provide invaluable support to our diverse workforce with both our HR team and employees for Domain Services and Pacific Union Co. If you're ready to contribute your skills to a dynamic environment where every detail matters, we invite you to apply today!

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Order office supplies
• Code and process department and credit card expenses monthly
• Process Domain Services clothing/boot reimbursement and commuter program
• Customer Service: respond to employee inquiries and support requests via phone and monitor Human Resources email inbox and resolve issue or escalate to HR partner if appropriate
• Process new hire paperwork
• Coordinate and conduct new hire orientations
• Submit new hire IT requests
• Complete employment verifications in a timely manner
• Terminations: coordinate final checks and enter terminations in HRIS, ensure all paperwork is prepared ahead of schedule and terminations are entered in timely manner
• Deliver weekly DS payroll checks; add postage and mail PUC pay checks in a timely manner
• 401k Administration: review contribution and loan changes and enter in ADP and record in payroll tracking log, upload deferral report and provide funding weekly/biweekly depending on entity
• Pull FSA contributions from payroll, verify totals balance with payroll register and upload to CBIZ, weekly/biweekly depending on entity
• Send out employee 401k eligibility notices monthly by email or US mail; enter them in OneAmerica
• Process and respond to unemployment, disability and wage garnishment requests. Make sure final amounts and other pertinent information are communicated to payroll and logged for confirmation.
• Personnel file Management: keep all employee files up to date and incompliance. Filing should happen weekly with a long term goal of migrating to paperless records.
• Employee Data Changes: enter all employee data changes such as address updates, compensation changes, department changes etc. Make sure external benefit vendor websites are updated accordingly.
• Act as primary back up to Domain Services weekly payroll to cover for vacation and unexpected absences. Process manual termination checks if needed.
• Act as primary back up to Pacific Union Co. biweekly payroll to cover for vacation and unexpected absences. Process manual termination checks if needed.
• Provide Payroll Support if needed during high/peak season such harvest.
• Attend Quarterly payroll training for weekly & biweekly payroll processing, by shadowing primary payroll associate.
• Assists with updating safety programs as directed. This can include things such as assisting
• with putting safety binders together with the most updated version of safety documents, replacing any outdated information as directed by manager or director.
• Assists with filing safety meeting materials and sign in sheets on the Safety Committee site. Distributes copies of the safety meeting materials and sign in sheets to workgroups in attendance and to Pan American for record keeping. Assists with scheduling and organizing safety; meetings based on the direction of the coordinating managers.
• Coordinate distribution and collection of relevant forms when an injury occurs including reporting to Workers comp company.
• Prepares reports: Loss wage reports pertaining to the workers compensation claim/s requested by the insurance, gathers and then reports to the workers compensation company.
• Updates Workers Comp log monthly: There is a log where notes can be taken as far as the progression of the claim; missed work days, doctors appts etc.
• Monitors Claims and return to work program: ensures that claims are progressing adequately; injured employees are receiving medical attention, follow up care, ensuring that the HR department has received all of the work status reports from the treating facility for appointments and that the information is being shared and stored in the injured employee's injury file. Communicate work restrictions to managers.
• Provide data entry support (enrollment & terminations) employee benefit programs such as retirement plans; medical, dental, vision plans; life insurance plans; temporary disability programs; and wellness programs.
• Assures required labor law posters/information is in place such as Fels and Cal Chamber posters.
• Ensures all I-9’s are finalized, accurate and maintained. Monitor expiring documents and get updated as needed.
• Support coordination of company events and parties.
• Ensure HR Office is clean and organized.
• Continually seek to improve processes and drive efficiencies.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:

Other duties as assigned.

QUALIFICATIONSREQUIREMENTS:

• As a customer facing role must be able to work onsite Monday - Friday during core business hours
• AA or equivalent, two to four years related experience, or equivalent combination of education and experience
• Must speak, read and write both English and Spanish
• Working knowledge of HR, Benefit and Payroll laws and regulations
• Strong organizational, problem-solving, and analytical skills
• Ability to work independently and as a member of various teams and committees
• Proficient on all Microsoft programs
• Proven ability to handle multiple projects and meet deadlines
• Strong interpersonal skills
• Ability to deal effectively with a diversity of individuals at all organizational levels
• Attention to detail and good follow-up/through
• Good judgement with the ability to make timely and sound decisions
• Effective communication skills
• Familiarity with HR/Payroll software a plus, but not required

ALIGNED VALUES – Successful candidates will share in the Harlan Family and company values:

• Family business
• Humility
• Alignment
• Teamwork
• Loyal
• Long term vision
• Patience
• Trustworthy
• Passion
• Adaptability
• Accountability