HR Coordinator; Part-Time

Job Description Job Summary

The Human Resources Coordinator provides comprehensive administrative and technical support to the Human Resources Manager and department operations. This role is responsible for a wide range of HR functions including HRIS administration, onboarding and offboarding, compensation and benefits coordination, payroll data entry, compliance with federal and state regulations, and employee support. The position serves as a key resource for City staff and the public, ensuring HR processes are efficient, accurate, and aligned with organizational policies.

• Provide administrative and technical support across all HR functions under the direction of the HR Manager.
• Serve as a primary point of contact for employee inquiries regarding policies, benefits, and HR procedures.
• Prepare and issue formal offer letters to selected candidates; coordinate all aspects of onboarding—including background checks, I-9 employment verifications, E-Verify social security number verifications, and assignment of city-wide required training; schedule and facilitate new employee orientation sessions; and communicate start dates and onboarding details to relevant departments to ensure organizational readiness and a smooth transition.
• Coordinate the offboarding process by providing departing employees with information on COBRA and benefit continuation options; issue timely notifications to relevant departments; and ensure all exit procedures are completed in full compliance with City policies, legal requirements, and best practices.
• Administer employee benefit programs by managing eligibility determinations, enrollments, updates, and annual open enrollment processes; provide timely issue resolution and employee support; and ensure accurate documentation and record maintenance within the HRIS and benefit provider portals.
• Manage personnel actions and employee status changes by securing required approvals and ensuring accurate, timely system updates.
• Coordinate closely with Payroll to input and maintain payroll data—including pay codes, deductions, exemptions, leave accruals, and benefit codes—to support compliance and seamless employee compensation.
• Monitor employee probationary periods and ensure timely coordination of step increases for individuals who successfully complete probation, promoting consistency, equity, and compliance with City policies.
• Administer employee leave programs—including FMLA, Washington Paid Sick Leave, and other federal/state programs—by providing eligibility notifications, processing approvals, maintaining accurate leave tracking, and counseling employees on applicable policies and procedures to ensure compliance and support.
• Ensure full compliance with DOT and FMCSA Clearinghouse requirements for CDL-designated positions by managing drug and alcohol testing reports, maintaining accurate documentation, and issuing timely notifications to departments regarding results and required follow-up actions.
• Maintain comprehensive and accurate personnel, benefits, and medical records by establishing and updating filing systems; ensure strict confidentiality, compliance with legal and policy requirements, and adherence to records retention standards to safeguard sensitive information and support organizational integrity.
• Compile, verify, and submit required regulatory and compliance reports such as the monthly BLS employee census report and other reports as needed, ensuring accuracy, timeliness, and adherence to federal, state, and City reporting standards.
• Represent the City at job fairs, workshops, and community outreach events; actively engage in professional development opportunities to strengthen HR expertise, promote the City as an employer of choice, and build connections with prospective candidates and partner organizations.
• Perform additional related duties as assigned, including work in other functional areas to cover absences, provide relief, balance workloads, or support special projects; responsibilities may extend beyond those specifically outlined to ensure departmental efficiency and organizational needs are met.