HR Coordinator

Under the direction of the Human Resources Director, performs a variety of technical and administrative human resources duties with responsibility for payroll processing, benefits administration, leave administration, workers' compensation coordination, and employee safety program support. Coordinates employee onboarding and benefit enrollment, maintains confidential personnel and payroll records, assists with regulatory reporting, and administers routine HR programs. The Human Resources Coordinator serves as the primary point of contact for payroll, benefits, leave, and safety-related questions while ensuring compliance with applicable federal, state, and local laws and City policies. This position exercises discretion in handling confidential employee information and provides exceptional customer service to employees throughout the organization. The following job functions are typical for a position of this nature. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each function satisfactorily. Other job functions and duties may be required as assigned.

HUMAN RESOURCES

• Maintain employee personnel files and HRIS records.
• Coordinate onboarding and new employee orientation.
• Prepare employment verification requests.
• Prepare personnel action forms. 
• Assist with recruitment activities including posting vacancies, scheduling interviews, and applicant communications.
• Maintain HR forms and documents.
• Assist with employee recognition and wellness activities.
• Prepare HR reports and statistical information.
• Assist with policy implementation and communication.
• Update HR web pages and employee information.
• Provide excellent customer service to employees and the public.
• Assist with maintaining job descriptions, organizational charts, and classification records.
• Assist with special projects as assigned.

PAYROLL

• Process bi-weekly payroll accurately and timely.
• Verify employee timesheets, leave balances, overtime, premium pay, and payroll adjustments.
• Process new hires, separations, promotions, transfers, and wage changes within the payroll system.
• Maintain payroll records in accordance with federal, state, and local requirements
• Prepare direct deposit documentation and payroll-related reports.
• Process payroll deductions including insurance, PERS, deferred compensation, garnishments, union deductions, and other authorized withholdings.
• Prepare payroll tax deposits, quarterly reports, W-2s, and other required payroll filings.
• Reconcile payroll liabilities and benefit invoices.
• Assist with payroll audits and year-end processing.
• Research payroll discrepancies and resolve employee payroll issues.

BENEFITS COORDINATION

• Administer employee health, dental, vision, life, disability, and voluntary benefit programs.
• Coordinate new hire benefit enrollment and employee orientation.
• Process qualifying life event changes and annual open enrollment.
• Coordinate COBRA administration and benefit terminations.
• Maintain benefit eligibility records.
• Serve as liaison with insurance carriers, benefit brokers, and third-party administrators.
• Respond to employee benefit questions.
• Reconcile monthly insurance invoices.
• Coordinate Flexible Spending Account (FSA), Health Savings Account (HSA), and wellness programs, as applicable.
• Prepare required benefit reports and notices.

SAFETY COORDINATION

• Coordinate the City's occupational safety and health programs.
• Schedule and track required employee medical surveillance including:
  • Hearing conservation testing
  • Respirator fit testing
  • Pulmonary function testing
  • CDL medical certifications
  • DOT drug and alcohol testing
  • Vision screening
  • Other required occupational medical evaluation. 
• Maintain OSHA-required training records.
• Coordinate annual safety training assignments.
• Track employee certifications including CPR, First Aid, flagger certification, forklift certification, confined space, lockout/tagout, and other required certifications.
• Coordinate monthly safety committee meetings and maintain meeting documentation.
• Assist departments in maintaining OSHA-required documentation.
• Coordinate workers' compensation claims with supervisors, insurance carrier, and injured employees.
• Maintain OSHA 300, 300A, and 301 logs.
• Assist with accident reporting and documentation.
• Coordinate return-to-work documentation and modified duty assignments.
• Maintain Safety Data Sheet (SDS) records and safety manual updates.

LEAVE COORDINATION

• Administer FMLA, OFLA (if applicable), Paid Leave Oregon, military leave, ADA accommodation tracking, and other protected leaves.
• Coordinate leave paperwork with employees, supervisors, and third-party administrators.
• Track leave balances and return-to-work documentation.
• Maintain confidential medical records in compliance with applicable laws.
• Assist supervisors with leave procedures and timelines.

• At least two years of payroll or human resource experience.
• High school diploma or GED
• Any equivalent combination of education and progressively responsible experience, with additional work experience substituting for the required education on a year for year basis.
• Knowledge of payroll and benefits regulations and reporting requirements.
• Possess and maintain a valid Driver’s License with an acceptable driving record.
• Must pass a background check and be bondable.
• SHRM/HRCI/PSHRA certification preferred.

KNOWLEDGE/SKILLS/ABILITIES

• Knowledge of payroll processing and payroll tax requirements.
• Knowledge of employee benefit administration.
• Knowledge of OSHA recordkeeping requirements.
• Knowledge of federal and Oregon employment laws.
• Knowledge of leave administration including FMLA, Paid Leave Oregon, and ADA.
• Skill in Microsoft Office and HRIS/payroll software (Caselle, NeoGov).
• Ability to interpret laws, regulations, policies, and collective bargaining agreements.
• Ability to maintain confidential records.
• Ability to establish effective working relationships.
• Ability to manage multiple competing priorities.

TOOLS AND EQUIPMENT
Utilizes a variety of office equipment and computer software to perform essential job functions. Operates computers, multi-line telephone systems, scanners, printers, copiers, calculators, and other standard office equipment.

Uses Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, and SharePoint), Caselle financial and payroll software, human resources information systems (HRIS), document management systems, electronic timekeeping systems, online benefit administration portals, Paid Leave Oregon and PERS reporting systems, and other web-based state and federal reporting applications.

Coordinates and maintains safety-related equipment and records, including hearing conservation testing records, respirator fit testing documentation, personal protective equipment (PPE) inventories, safety training databases, Safety Data Sheets (SDS), first aid supplies, Automated External Defibrillator (AED) inspection records, and other occupational safety program materials.

May operate a City vehicle to attend meetings, training, safety inspections, or visit City facilities.

PHYSICAL DEMANDS
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 essential functions.

• Continuous: Sitting, Use of hands and wrists
• Frequent: Standing, reaching forward, and use of arms
• Occasional: Walking, driving, lifting, carrying, pushing and pulling up to 10 lbs, bending, twisting, crouching, kneeling, climbing stairs, and reaching above shoulder
• Rare: Lifting, carrying, pushing, and pulling up to 50 lbs, crawling, climbing ladder, and squeezing

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

Work is performed primarily in a professional office environment with frequent use of computers, telephones, and other standard office equipment. The position requires prolonged periods of sitting and computer work while maintaining a high level of attention to detail and confidentiality.

The employee routinely interacts with City employees, supervisors, department directors, elected officials, benefit providers, insurance carriers, medical providers, auditors, and members of the public. The position requires the ability to communicate effectively, manage multiple priorities, and respond to frequent interruptions.
Occasional work is performed outside of the office while visiting City facilities, attending meetings, participating in safety inspections, coordinating employee medical surveillance appointments, delivering training materials, or assisting with safety and wellness initiatives. These activities may involve exposure to varying weather conditions, construction sites, public works facilities, parks, wastewater and water treatment facilities, maintenance shops, and other municipal work environments. Appropriate personal protective equipment (PPE) will be provided and must be used when required.

The position may require occasional travel to meetings, training sessions, medical providers, or other government agencies. Occasional overtime or schedule flexibility may be required during payroll processing, benefits open enrollment, year-end reporting, audits, emergency response activities, or other operational needs.