Human Resources Coordinator

Description

Position Summary 

The Human Resources Coordinator is the first point of contact for SEVCA employees on pay, benefits, leave, and every stage of employment — from a candidate's first conversation to an employee's last day. This role owns payroll, benefits administration, recruitment coordination, onboarding coordination, and employee record management. The Human Resources Coordinator performs them with accuracy, reliability, and genuine care for the people they serve. 

Human Resources exists to support SEVCA's employees so they can do their best work. The Coordinator puts that commitment into daily practice: approachable, responsive, and attentive to each person's experience. The role works with a high degree of independence within established policies and procedures, in close partnership with the Deputy Director, who provides strategic direction and compliance oversight. 

Core Responsibilities 

Payroll Administration 

• Process bi-weekly payroll accurately and on schedule, including reviewing timesheets, calculating adjustments, and coordinating with the payroll system. 
• Maintain payroll records including hours, pay rates, deductions, garnishments, and employment status changes; ensure documentation is accurate and complete. 
• Audit payroll reports prior to each submission; identify and resolve discrepancies promptly, escalating issues with legal or tax implications to the Deputy Director. 
• Coordinate with the Finance Director to reconcile payroll accounts and support month-end and year-end close processes. 
• Prepare and distribute W-2s, 1099s, and other year-end tax documents in accordance with applicable deadlines and regulations. 
• Respond to employee pay questions promptly and patiently, with clear, human answers. 

Benefits and Leave 

• Administer employee benefits programs including health, dental, vision, life insurance, retirement plans, and supplemental offerings; serve as the primary contact helping employees understand and use their benefits. 
• With the Deputy Director, coordinate annual open enrollment, including preparing communications, scheduling information sessions, and processing elections. 
• Process qualifying life event changes, COBRA notifications, and termination-related benefits changes in accordance with plan rules and regulatory deadlines, supporting employees through these transitions. 
• Track and reconcile benefits invoices and carrier billing; flag discrepancies for resolution with the Deputy Director and Finance Director. 
• Maintain leave records including FMLA, PTO, and other leave types; flag compliance deadlines and documentation gaps to the Deputy Director. 
• Maintain accurate benefits enrollment records in the HRIS and ensure data integrity across all benefit platforms. 

Recruitment, Onboarding, and Transitions 

• Coordinate recruitment logistics including posting approved positions, tracking applications in the applicant tracking system, scheduling interviews, and keeping candidates informed throughout the process. 
• Conduct reference checks for finalists as directed by the Deputy Director. 
• Manage all new hire onboarding including background checks, I-9 verification, new hire paperwork, benefits enrollment, payroll setup, and orientation scheduling, ensuring new employees feel welcomed, not just processed. 
• Maintain applicant tracking records and ensure compliance with recordkeeping requirements for all open and closed positions. 
• Coordinate offboarding including exit paperwork, final pay, benefits termination, and equipment return, handling departures with the same care and respect as arrivals. 

Employee Records and HRIS Management 

• Maintain accurate, complete, and confidential employee files — both physical and electronic — in accordance with organizational policy and applicable recordkeeping requirements. 
• Enter and maintain employee data in the HRIS (Paylocity) including employment changes, compensation updates, performance documentation, and training records. 
• Generate workforce reports and data summaries as requested by the Deputy Director or required for compliance filings. 
• Track and follow up on required employee documentation including licensure, certifications, training completions, and policy acknowledgments. 
• Maintain organizational compliance postings and ensure required employee communications are current and accessible. 

People Operations and Compliance 

• Support the Deputy Director in maintaining organizational compliance with federal and state employment law; track key compliance deadlines and flag issues proactively. 
• Coordinate the annual performance review cycle, including distributing materials, tracking completion, and filing evaluations. 
• Support the upkeep and distribution of the employee handbook and personnel policies under the direction of the Deputy Director. 
• Assist with workers' compensation claims, unemployment filings, and other regulatory reporting as required. 
• Coordinate staff training, professional development, and all-staff gatherings as directed. 
• Provide administrative support to the Deputy Director on Human Resources functions, including scheduling, correspondence, and project coordination. 

Culture and Engagement 

• Support the Deputy Director in implementing initiatives related to workforce planning, employee engagement and well-being, inclusivity and belonging, and organizational culture. 
• Contribute workforce data, trends, and employee feedback to inform decisions made by the Deputy Director and Executive Director. 
• Represent Human Resources in organizational planning processes and staff-wide initiatives. 
• Identify opportunities to improve processes, systems, and the employee experience; bring recommendations to the Deputy Director for consideration and implementation. 

Requirements

Qualifications 

Required 

• Minimum 2–4 years of Human Resources or a related type of people operations experience, with demonstrated responsibility for payroll processing. 
• Working knowledge of employment law basics including FMLA, ADA, FLSA, COBRA, and I-9 compliance. 
• Experience with HRIS platforms and payroll systems (e.g., ADP, Paylocity, Rippling, Paychex, or similar). 
• High degree of accuracy, attention to detail, and ability to handle confidential information with discretion. 
• Strong organizational and time management skills; able to manage recurring deadlines and competing priorities independently. 
• High degree of competency with Microsoft 365. 
• Clear and professional written and verbal communication skills. 
• A people-first approach to working with colleagues — patient, approachable, and responsive. 

Preferred 

• Experience in a nonprofit, human services, or mission-driven organization. 
• Familiarity with grant-funded workforce environments and multi-program organizations. 
• Experience administering benefits for organizations with 50–100 employees. 
• Expert-level proficiency with Microsoft 365. 
• Experience specifically working with Paylocity. 

Competencies 

Accuracy and attention to detail · Discretion and confidentiality · Self-direction · Reliability and follow-through · People-first service · Empathy · Process orientation · Problem solving · Clear communication · Adaptability · Collaborative spirit · Warmth and approachability 

SEVCA is an equal opportunity employer. We strive to recruit a broad pool of candidates for open positions, and to hire and promote qualified individuals whose personal experiences, characteristics, and talents reasonably reflect the diversity of the communities we serve. Our equal employment opportunities apply to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. We encourage applications from women, minority groups, veterans, and people with disabilities. Qualifications for positions are determined by the duties and responsibilities of the position itself.