Human Resources Coordinator

Under the direct supervision of the Director of Human Resources & Civil Service, provides front-line customer service and administrative support for Human Resources functions. Coordinates assigned programs and activities related to employee engagement, wellness, safety, workers' compensation, training, onboarding, employee recognition, and Civil Service processes. Provides assistance to employees, applicants, supervisors, and the public while maintaining confidentiality and handling sensitive personnel information.

• Provides front-line customer service to employees, applicants, and members of the public.
• Coordinates all Employee Engagement, Wellness, and employee-related events, including communication, preparations, and scheduling.  
• Maintains records and tracks Workers' Compensation injuries, claims, medical appointments, restrictions, and follow-up activities; communicates applicable updates to employees, supervisors, and management in accordance with established procedures.
• Coordinates the modified duty process with employees, departments, medical providers, and other applicable parties in accordance with established City procedures and medical restrictions.
• Coordinates monthly safety training and all Safety Incentive Program initiatives. 
• Assists HR department with maintaining Safety Manual, revisions, additions, and changes.  
• Coordinates the quarterly New Employee Group Orientation. 
• Assists with the preparation, administration, and coordination of Civil Service promotional and entry-level examinations, including examination-day support.
• Assists with preparation for Civil Service Commission meetings, including agenda materials, meeting documentation, and minutes.
• Assists with the preparation of the new hire onboarding process for employees.
• Assists employees with payroll action forms for changes needed with payroll.
• Assists employees with benefit questions, data maintenance, and employee change forms. 
• Responds to routine information requests and employment verification requests and assists with the coordination and processing of Public Information Act requests in accordance with applicable laws and City procedures.
• Assists with posting and applicant tracking for Police and Fire positions, and candidate communications throughout and after the testing process. 
• Assists with employee recognition programs, including referral programs and annual awards program.
• Maintains departmental supplies and submits all required documentation related to departmental purchasing.  
• Assists with administration and maintenance of the HR website and portal, online forms, and electronic personnel and medical records in accordance with applicable confidentiality and records retention requirements.
• Schedules, assigns, coordinates communications, and tracks all compliance training for city employees. 
• Updates and tracks Vehicle accident log, assists with preparation for vehicle accident review board and updates needed to safety manual.   
• Collects and compiles data for survey requests and survey responses.  
• Performs records retention by scanning permanent documents and preparing documents for destruction in accordance with the records retention schedule.
• Administers the monthly employee spotlight program.
• May perform other duties assigned and assist with special projects as needed.

HIPAA Compliance Statement

All employees who have access to health information whose confidentiality is protected by the HIPAA Privacy Rule must have an understanding and knowledge of the Privacy Rule that corresponds to their job responsibilities. Employees who violate the requirements of the HIPAA Privacy Rule will be subject to discipline, up to and including termination.

SCOPE OF SUPERVISION

• Works under the direct supervision of the Human Resources & Civil Service Director.

Education, Training and Experience Guidelines

Associate's Degree and two (2) years of experience in human resource administration that demonstrates the ability to effectively communicate with the public and process materials of a confidential and sensitive nature with professionalism is required.  

Knowledge of:

• City organization, operations, policies and procedures.
• Applicable federal, state, and local employment laws, regulations, and administrative requirements.
• Principles, practices, policies, and best practices of human resources administration
• Principles and practices of effective customer service.
• Principles and practices of conflict management.
• Applicable local, state and federal laws, regulations and guidelines.
• Texas Local Government Code provisions applicable to municipal employment and personnel administration.
• Applicable policies, procedures and regulations covering specific areas of assignment.
• Computers and Microsoft Office applications (i.e. Outlook, Word, and Excel).
• Graphic design and digital communication tools, including Canva and website content management systems.

Skill in:

• Maintaining accurate records and tracking multiple projects, deadlines, and assignments. 
• Organizing and prioritizing work while managing multiple competing deadlines. 
• Handling confidential, sensitive, and protected information with discretion. 
• Exercising sound judgment and maintaining professionalism when handling employee concerns. 
• Interpreting and applying established policies, procedures, and regulations. 
• Communicating effectively both verbally and in writing. 
• Establishing and maintaining effective working relationships with employees, supervisors, department directors, applicants, vendors, and external agencies. 

AND CERTIFICATION REQUIREMENTS 

Notary Public certification, or ability to obtain within six (6) months of employment. Human Resources certification is preferred. Prefer and HR certification.

Applicant must pass a Criminal Justice Information Systems (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, the following will result in being disqualified for this position: Felony Convictions, Felony Deferred Adjudication, Class A & B Misdemeanor Deferred Adjudication, Class B Misdemeanor Convictions, an Open Arrest for Any Criminal Offense (Felony or Misdemeanor), and Family Violence Convictions.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in an office work environment.  May be required to lift and carry items weighing up to 25 pounds.