HR Coordinator

City of Gig Harbor; United States; On-site; USD 47,000 - 59,000; Full time

Job summary

City of Gig Harbor is seeking an HR Coordinator to perform administrative and technical work in the Human Resources department. You will support payroll, benefits, records, recruitment, training, compliance, and data management.

The role involves onboarding new employees, coordinating training, handling confidential records, and assisting with regulatory compliance. Schedule is typically 8am–5pm, on-site with occasional extended hours as needed.

Qualifications

• Associate degree or certificate in HR or Payroll.
• Two years of full-time payroll and HR support experience.
• Proficient in Microsoft Office Suite.
• Public/government payroll experience preferred.
• Experience with payroll systems, applicant tracking systems, website updates, and online advertising preferred.

Responsibilities

• Serve as initial HR contact and resolve routine issues.
• Provide confidential admin support to HR director and staff.
• Support recruitment for regular and civil service vacancies.
• Coordinate pre-employment screenings including background checks and verifications.
• Coordinate onboarding and training, ensuring compliance and documentation.
• Maintain confidential personnel records and payroll/HR filing.
• Manage HR group email and Outlook calendar.
• Support compliance and safety/risk program activities.

Education

Associate degree or certificate in Human Resources or Payroll

Tools

Microsoft Office Suite

Applicant Tracking Systems

Payroll systems

Website updates

Online advertising

Job description

Description

Starting Wage: $34.08 - $42.64/hour

Benefits

Posting Closes: September 1

POSITION OVERVIEW

The human resources coordinator performs administrative and technical work in the human resources department. This position provides support to human resources in the areas of payroll, benefits, records management, recruitment, training, compliance, research, and updating and maintaining computerized data.

ESSENTIAL FUNCTIONS

The job duties and responsibilities represented in this job description do not imply that these are the only duties to be performed. Employees will be required to follow any other job-related instructions and to undertake other projects consistent with the role as requested by a supervisor.

• Provides exceptional customer service by serving as the initial point of contact for a variety of human resources inquiries, independently resolving routine issues and coordinating or escalating more complex matters to other human resources or payroll personnel as appropriate.
• Performs a wide variety of complex and confidential administrative support duties for the human resources director and other department personnel as needed.
• Provides recruitment support for regular and civil service vacancies such as: arranging online advertising, posting job announcements, setting up interviews, creating interview packets, and ensuring timely communication with applicants and hiring managers throughout the process.
• Facilitates pre-employment screenings including driving record checks, previous employment verification, reference checks, confidential background and credit checks, physicals, and drug testing.
• Coordinate new employee onboarding by preparing employment documentation, ensuring required compliance training is completed, facilitating orientation activities, and partnering with departments to create a positive and organized onboarding experience.
• Coordinate and assist with the delivery of employee training programs. Responsibilities include scheduling training sessions, preparing training materials, facilitating employee orientation and other required training, maintaining online learning content and training records, tracking completion requirements, and ensuring compliance with applicable laws, regulations, and city policies.
• Processes, verifies, and maintains confidential personnel records.
• Organizes and maintains filing for all payroll and HR records.
• Serves as point of contact for HR department's public records requests and salary surveys; oversees records submission with city clerk and HR director.
• Manages HR group email and Outlook calendar.
• Coordinate administrative activities associated with regulatory compliance and safety and risk programs, including but not limited to Hearing Conservation and CDL/DOT Drug and Alcohol Testing. Responsibilities include scheduling required testing and training, maintaining records, tracking compliance deadlines, and supporting program administration.
• Support organizational performance management by supporting the city's annual performance evaluation process, maintaining evaluation workflows, providing procedural guidance to supervisors, and monitoring timely completion.
• Prepare or provide necessary documentation or explanation of records for audits by various agencies.
• Compiles and prepares meeting minutes, agendas, reports, and correspondence documents pertaining to a variety of personnel activities.
• Respond to written and verbal requests from employees and other city departments.
• Verifies education, certifications, and other background information to assist in recruiting efforts to determine applicants’ employment acceptability.
• Maintain proficiency in the city's human resources technology platforms that support the employee lifecycle. Responsibilities include assisting users, maintaining system records, troubleshooting routine issues, coordinating system processes, and supporting implementation of new features.
• Coordinate employee service recognition program, including printing and distributing anniversary certificates.
• Purchases supplies for department and prepare/process vouchers.
• Assists HR Staff with audits, special projects, and training activities.
• Maintains punctual and reliable attendance.

KEY COMPETENCIES

Knowledge of:

• Principles and techniques of public human resources and general office practices.
• Payroll, benefits, FLSA, FMLA, and other leave laws.
• Relevant state and federal statutes and regulations.

Ability to:

• Communicate effectively with other employees and the public, individually and in groups, verbally in-person and by phone, and in writing.
• Maintain confidentiality and professionalism.
• Meet mandatory deadlines.
• Understand and follow oral and written instructions.
• Apply human resources practices and procedures in recruitment, selection, classification, compensation, payroll, and benefits administration.
• Utilize human resources information systems.
• Accurately analyze and gather detailed metrics.
• Problem solve and troubleshoot issues.
• Demonstrate sensitivity and understanding of diverse backgrounds.
• Ability to multitask, be adaptive to change and multiple daily demands.
• Provide a high level of quality solution focused customer service.
• Assume positive intent and work collaboratively with others.

Skill in:

• Customer service principles, including telephone etiquette and appropriately responding to emotional behavior.
• Creating forms and technical writing.
• Basic mathematics to perform necessary calculations and statistical reports.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Work is primarily performed indoors in a climate-controlled office environment with low noise levels, and occasional field site visits. This work involves continuous interruptions and pressure to meet strict deadlines.

Schedule: The schedule is generally 8am-5pm, Monday-Friday with a one-hour meal break. Occasional early morning, evening, and weekend meetings or events may occur. This position is considered essential and will require an on-site presence. Alternative work arrangements may be available as decided by the human resources director following a probationary period.

Driving and Travel: Driving would typically be less than 5 hours a workweek. Travel is required to visit other work sites in the area and to attend meetings, presentations, trainings, and/or special events as needed.

QUALIFICATIONS

EDUCATION AND EXPERIENCE

Any combination of education, training, and experience that indicates the individual can successfully perform the job may be considered.

• Associate degree or certificate in Human Resources or Payroll.
• Two (2) years of full-time payroll and human resources support experience in a busy, high-functioning, human resources office environment.
• Proficient in Microsoft Office Suite.
• Prior payroll and human resources experience working for a public/governmental agency preferred.
• Experience working within financial / payroll systems, applicant tracking systems, website updates, and online advertising preferred.

CERTIFICATES AND LICENSES

The following certifications and licenses are required for the position (or must be obtained within the timeframe stated) and must be maintained for the duration of employment.

• A valid Washington State driver's license (or ability to obtain one within 30 days of hire).

PHYSICAL CHARACTERISTICS

The physical attributes described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Sitting and/or standing for extended periods of time. Walking short distances. Reaching, handling and grasping documents, binders, folders and books. Clear speaking and adequate hearing sufficient to communicate effectively and respond appropriately both in person and remotely. Repetitive motions for computer and telephone use. Exertion of force 40 lbs. occasionally and/or 15 lbs. frequently to lift/carry/move objects, files, and other materials.

ADDITIONAL REQUIREMENTS

• A history of and ability to maintain safe and responsible driving that meets the city's motor vehicle record minimum driving requirements.
• Ability to pass position relevant pre-employment screening.

The requirements outlined in this job description may be modified to reasonably accommodate individuals with disabilities who are otherwise qualified for employment.

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.