Human Resources Office Coordinator

Job description

osition Summary

The Human Resources Office Coordinator performs professional and administrative work supporting the County’s human resources operations. Coordinates personnel records administration, employee status changes, onboarding and separation activities, unemployment claims, employment verifications, workforce reporting, and other employee lifecycle processes. Position Description

KEY RESPONSIBILITIES:

Under the supervision of the Director of Human Resources and Labor Relations, performs professional and administrative work supporting the County’s human resources operations. Coordinates personnel records administration, employee status changes, onboarding and separation activities, unemployment claims, employment verifications, workforce reporting, and other employee lifecycle processes.Maintains accurate and confidential employee information and ensures personnel records and employment transactions are completed in accordance with applicable federal and state requirements, collective bargaining agreements, County policies, and established departmental procedures. Collects, tracks, analyzes, and reports employee and employment-related data to support departmental operations, workforce planning, compensation review, compliance, and continuous process improvement.Essential Functions1. Coordinates the administrative processing of employee lifecycle transactions, including appointments, promotions, transfers, wage changes, leaves of absence, benefit-status changes, disciplinary actions, and separations from employment. Reviews documentation for completeness, accuracy, required approvals, and timely processing.2. Maintains official personnel records and related human resources documentation in accordance with applicable legal requirements, County policies, collective bargaining agreements, record-retention schedules, and confidentiality standards.3. Organizes, files, retrieves, audits, and maintains electronic and physical personnel records. Ensures employment documents are accurately indexed and placed in the appropriate personnel, medical, benefit, payroll, or confidential record.4. Monitors personnel files and employment records for missing, incomplete, inconsistent, or outdated information. Coordinates necessary corrections and follows up with employees, supervisors, and departments to obtain required documentation.5. Supports the Human Resources Recruitment Coordinator with recruitment and pre-employment activities, including job-posting administration, applicant communications, interview scheduling, reference checks, background investigations, pre-employment screenings, and preparation of conditional employment materials.6. Coordinates administrative components of the County’s onboarding process. Communicates reporting instructions and employment requirements to new employees and works with hiring departments, Information Technology, Facilities, Payroll, and Benefits staff to support a timely and consistent onboarding experience.7. Prepares and maintains new-employee orientation materials, personnel forms, acknowledgments, required notices, and related employment documentation. May assist with or conduct portions of new-employee orientation.8. Coordinates employee separation activities, including preparation of separation documentation, communication of offboarding requirements, coordination of County property and systems-access notifications, and distribution of applicable benefit and employment information.9. Conducts and documents employee exit interviews. Compiles and analyzes separation information, identifies recurring workplace trends, and prepares summary reports for review by Human Resources leadership.10. Administers the County’s unemployment claims process. Reviews separation records, gathers relevant documentation, prepares and submits timely responses to the Michigan Unemployment Insurance Agency, coordinates responses with departments, and maintains unemployment claim records.11. Coordinates employment verification requests and responds to authorized inquiries regarding current and former employees in accordance with County policy, legal requirements, confidentiality standards, and applicable employee authorization.12. Maintains employee and position information in designated human resources and personnel recordkeeping systems. Reviews entries for accuracy and assists with correcting discrepancies involving employee status, position, department, wage, seniority, or employment history.13. Collects, tracks, and analyzes workforce data, including employee demographics, turnover, vacancies, recruitment activity, separations, probationary periods, temporary assignments, compensation, and other employment trends.14. Develops routine and ad hoc reports, spreadsheets, dashboards, and summaries to support departmental planning, compensation analysis, budget preparation, regulatory reporting, workforce analysis, and management decision-making.15. Assists with compensation administration by compiling wage data, reviewing employment histories, preparing salary comparisons, tracking authorized wage changes, and confirming that approved adjustments are accurately documented and processed.16. Serves as a trained backup for designated payroll-processing responsibilities. Assists with reviewing approved personnel changes, validating payroll-related employment data, identifying discrepancies, reconciling authorized adjustments, and supporting payroll continuity during absences or periods of increased workload.17. Responds to routine questions from employees, department heads, elected officials, supervisors, and other authorized individuals regarding personnel procedures, employment records, forms, onboarding, employment verifications, and the status of Human Resources transactions. Refers policy interpretation, employee relations, labor relations, and complex compliance matters to appropriate Human Resources staff.18. Develops and maintains administrative procedures, checklists, templates, forms, tracking systems, and workflow documentation for assigned Human Resources functions. Recommends process improvements designed to increase accuracy, consistency, efficiency, accountability, and customer service.19. Assists with audits of personnel records, employment transactions, I-9 documentation, compensation changes, and other Human Resources records. Prepares supporting documentation and assists in correcting identified discrepancies.20. Maintains strict confidentiality regarding employee information, medical records, disciplinary matters, compensation information, investigations, labor relations matters, and other sensitive County information.21. Participates in departmental cross-training and continuous process improvement initiatives to strengthen operational continuity and ensure critical Human Resources functions are supported during employee absences, vacancies, or leaves of absence. Monitors the duration of temporary employee assignments and notifies Human Resources leadership and affected departments when assignments are approaching contractual, policy, or administrative limits.22. Tracks employee probationary periods, provides departments with timely notification of upcoming completion dates, obtains required documentation, and processes confirmation, extension, or other authorized employment actions.23. Assists with preparing invoices, purchase documentation, correspondence, reports, meeting materials, and other administrative records related to Human Resources operations.24. Provides administrative support for special projects, employee communications, policy distribution, records requests, surveys, audits, and departmental initiatives.25. Performs other duties as assigned by the Director of Human Resources and Labor Relations.

REQUIREMENTS:

Employment QualificationsEducation: Associates Degree or equivalent in human resources management or closely related field.Experience: Three (3) to five (5) years’ experience in the administration of human resources including HRMS, FMLA, and disability programs. Experience in both union and non-union work environments preferred.An equivalent combination of education and experience may be accepted at the discretion of the Director of Human Resources & Labor Relations.Other Requirements: Valid Michigan Drivers’ License.Relevant Skills/Specialized Equipment Knowledge:• Basic office equipment (telephone, calculator, photocopier, FAX, etc.)• Advanced skill level with various computer programs including MS Office - Word Excel, Power Point, and desktop publishing.• Highly proficient with database entry and maintenance.• Excellent written and verbal communication skills in regard to both technical and non-technical information.• Strong analytical and organizational abilities.

Benefits

BENEFITS EFFECTIVE DATE OF HIRE! This is a non-exempt level position with excellent benefits, including health, life, disability, paid time off and paid holidays, effective date of hire!CORE BENEFITS (Provided at no cost): $30,000 Life Insurance, $30,000 AD&D; Long-Term Disability; Employee Wellness Benefits; Employee Assistance Program; Paid Holidays; Paid Time Off (based on length of service); Paid bereavement leave; and Education Assistance of up to $3,000 annually.OPTIONAL BENEFITS (cost share required): Medical, Prescription, Dental, Vision; Optional Life Insurance for employee, spouse and dependent children; Short-Term Disability; Flexible Spending Accounts (Medical and/or Dependent Care); Health Savings Accounts, Accident Protection, Critical Illness Protection, Consumerism Card; Legal Shield & ID Shield.Employees opting out of the County's health benefit plan with proof of other coverage may qualify for an annual $3,000 Cash-In-Lieu benefit (payable in bi-weekly increments).Full time employees are also offered an Employer match of up to 5% in our Defined Contribution Plan and greater than two times the employee contribution to our Retirement Health Savings Plan. The Employee contribution for the RHS Plan is $900 annually with an employer contribution of $2,050 annually.For full benefit details, go to https://www.mijackson.org