Human Resources Operations Coordinator

Leadership by Values

• Establish and maintain a high level of citizen confidence.
  
• Demonstrates the principles of One Team, One Goal in daily interactions with staff and guest. Help to integrate the culture of ‘One Team, One Goal’ into HR policies, internal committees and general HR practices.
  
• Establish and maintain exceptional relationships with internal team members and external stakeholders.
  
• Support and ensure a culture of diversity, equity, inclusion and belonging exists in all areas of the Park District.
  
• Collaborate internally with operations to support their Human Resources needs.
  
• Deploys HR services based on the customer’s needs, including establishing an onsite present

Operational Excellence

• Assists with data entry and maintaining personnel and benefit files, both online and paper versions.
  
• Assists with updating and maintaining HRIS system for positions and troubleshoots candidate and employee issues. This includes but is not limited to resetting system passwords, assisting with downloading mobile app, assisting the completion of applications, HR actions and forms.
  
• Assists with recruitment functions to include but not limited to updating job descriptions, posting jobs, reviewing applications, sending offer letters, tracking candidate paperwork completion, and coordinating/attending job fairs.
  
• Reviews and prepares employee correspondence and other related documentation.
  
• Assists with implementing process improvement measures and creating standard operating procedures and job guides.
  
• Complete employment verifications and assist with unemployment requests.
  
• Completes employee badges, to include taking photos, inputting employee information and printing badges.
  
• Completes I-9 verification for new hires and when needing updating.
  
• Assist with processing Employee, Volunteer and Retiree participation program requests in RecTrac and Lightspeed.
  
• Assist HR staff with celebrations and events throughout the Park District.
  
• Respond promptly to inquiries from managers regarding the status of candidates in the hiring process.
  
• Daily distribute HR mail and incoming packages or deliveries to appropriate recipients.
  
• Ensure adequate operation of Human Resources equipment by completing preventive maintenance requests or submissions for repairs. To include but not limited to copy machine, employee badge printer, security door access, and paper shredder.
  
• Organize and maintain HR supply cabinet to ensure standard supplies are adequately stocked.
  
• Maintain karat store items and process karat store requests.
  
• Take meeting minutes at the HR team meetings and maintains the archived files of minutes.
  
• Upon request, participate in internal committees and meetings needing HR representation.
  
• Provide administrative support to HR Operations Manager.

Compliance

• Assists with maintaining HRIS system for all employees. Maintains a working knowledge of department safety procedures. Attend safety training programs and educational in-service trainings as required
  
• With assistance from HR Recruiter, reviews and monitors background checks on employees and volunteers of the Rockford Park District to maintain compliance with District, State and Federal policies.
  
• Assists submitting authorizations for pre-employment physicals and drug testing.
  
• Works with the Supervisor to send out and review annual performance appraisals and check for accuracy and completion of end of season documentation.
  
• Assists with managing HR file retention according to policy and state guidelines. To include the organization of the files in the HR storage room
• As requested, creates documents, reports, etc., using Microsoft Word, Excel, and HRIS Reports to assist information flow within the department.
  
• Maintains a working knowledge of department safety procedures. Attend safety training programs and educational in-service trainings as required.

Professional Relations

• Manage the HR front desk and phone, serving as the initial point of contact for all visitors, employees, and external parties. Provide courteous and professional assistance in responding to inquiries, directing individuals to the appropriate resources, and addressing customer needs effectively and efficiently.
• Assist with responding to survey requests.
• May receive, prepare, handle and store confidential personnel information; maintains strict confidentiality.

High School diploma or GED and 3 to 5 years of recent experience in Human Resources or related field; or equivalent combination of education and experience.

Critical Skills, Knowledge, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Have general knowledge of practices of Human Resources, including HR procedures, laws, principles and techniques.
• Proficiency in or knowledge of using a variety of computer software applications, especially Microsoft Excel, Microsoft Word and Outlook.
• Knowledge of office administration procedures.
• High level of interpersonal skills to handle sensitive and confidential situations and documentation.
• Attention to detail in composing, typing and proofing materials; establishing priorities; and meeting deadlines.
• General knowledge of recruiting, hiring and onboarding a diverse workforce
• Knowledge of various pre-employment screenings such as background checks, etc.
• Excellent spelling, grammar and, oral and written communication skills.
• Ability to work in a face paced environment and manage multiple HR operations and produce quality results.
• Possess excellent and professional communication skills in both verbal and written forms.
• Strong interpersonal skills that allow for a successful team environment.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

Sedentary Work: Involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally. May lift up to 10 to 30 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• This position is works primarily in an office setting.