Human Resources Administrative Coordinator

City of Burlington, Vermont; Burlington (VT); Hybrid; USD 41,000 - 46,000; Full time

Job summary

The City of Burlington, Vermont, is seeking an administrative support specialist to assist the Human Resources team with a wide range of functions including recruitment, orientation, benefits administration, training, and reporting. This role interacts with the public and city staff, requiring discretion and strong communication.

Responsibilities include maintaining confidential records, coordinating FMLA, supporting HRIS and recruitment processes, and managing calendars and mail.

Qualifications

• Associates degree and at least two years of experience in a computerized office environment.
• Experience in a Human Resources Office preferred.
• Strong written and verbal communication.
• MS Office proficiency; Visio and database management preferred.

Responsibilities

• Provide administrative support to the HR team across recruitment, onboarding, benefits, open enrollment, training, diversity and equity initiatives, workers’ compensation, unemployment, and reporting.
• Greet and assist walk-in HR visitors and act as first contact for City employees and the public.
• Answer the main HR phone line during business hours.
• Maintain and organize HR records in compliance with policy and law, including personnel files, I-9s and insurance forms.
• Coordinate and track FMLA leaves ensuring regulatory compliance.
• Protect confidential information and release data only to authorized parties.
• Draft correspondence, memos, minutes, reports and agendas; assemble materials to meet deadlines.
• Support pre-employment medical exams, drug testing, background checks and related regulatory requirements.
• Assist with recruitment postings, reviews and reporting.
• Document process improvements for the HR Team and support HRIS duties.
• Manage conference room scheduling and HR calendar; handle departmental mail and courier needs.
• Coordinate employee bus programs and liaise with vendors.
• Attend city-wide events as HR representative when requested.
• Maintain job descriptions and organizational charts; staff HR committees as assigned.
• Work outside regular hours for meetings as needed.
• Backup cross-functional support for HRIS Admin role.

Skills

Communication

Confidentiality

Multitasking

Customer service

Education

Associates degree

Tools

MS Office

Visio

Database management

Job description

This position is responsible for providing support to the Human Resources office with an emphasis on administrative functions, encompassing document control, processing and retrieval of highly confidential information including, but not limited to, information relating to collective bargaining, personnel administration and budgetary matters. This position has extensive interaction with the public and will support the entire HR Team with various projects, data, and reporting.

Union Affiliation: Non-Union

Pay Grade 15: $29.67 - $33.06 Hourly

Remote Tier 2: Up to one (1) day remote/week

• Provide administrative support to the Human Resources team for a variety of HR functions, including not limited to: recruitment, temporary and seasonal hiring, orientation, benefits administration, open enrollment periods, training, diversity and equity initiatives, workers compensation, unemployment, changes of status processing, data collection, HR systems, website maintenance/updates, reporting, and providing general data entry and administrative support as needed.
• Greet and assist or direct all walk-in Human Resources Department visitors during regular business hours. This role will often be the first contact for City employees or the public.
• Ensure that the main Human Resources phone line is answered at all times during regular business hours.
• Keep current and organize all City of Burlington Human Resources record-keeping systems in accordance with City policy and applicable state and federal laws. Ensure filing is completed in a timely manner and information is accessible when needed. This includes, but is not limited to, personnel files, I9 forms, health, dental and insurances forms, applicant tracking, OSHA 300A log annual posting and workers’ compensation files.
• Assist in the coordination to administer and track Family Medical Leave Act (FMLA) leaves. Ensure appropriate and timely documentation in order to ensure regulatory and legal compliance.
• Protect confidential information regarding departmental matters; record actions to be taken on sensitive matters; release information to authorized parties and outside sources as directed using diplomacy, tact, and solid judgment.
• Draft a variety of correspondence, memos, self-composed letters, minutes, reports, agendas and other confidential documents. Assemble materials and coordinate office functions to meet deadlines.
• Provide support for pre-employment medical exams, fitness for duty requests, drug and alcohol testing, background checks, Hepatitis B vaccination programs, VOSHA and Department of Transportation medical examination testing requirements including CDL drug pool and annual license verification.
• Provide administrative support as it relates to recruitment; posting, initial review, and reporting.
• Support process documentation for the HR Team.
• Provide support for Digital file transition projects, monthly reporting metrics for HR team, and Worker’s Compensation related support and tracking.
• Manage and maintain the conference room schedule for both internal and external use.
• Update/maintain operations/HR calendar.
• Collect and meter outgoing mail, and collect, sort, and distribute all incoming department mail at least once daily.
• Manage aspects of the employee bus programs as liaison between vendors in the tracking/distributing of bus passes.
• Participate in, and/or serve as HR representative for, city-wide events (e.g., blood drives, United Way) as requested by the Director.
• Assist with maintaining up-to-date job descriptions and organizational charts for all departments.
• Staff Human Resources Committee, hiring committees, and other committees as assigned and in accordance with open meeting laws, when applicable.
• Work outside of regular business hours to attend committee meetings as needed.
• Backup and cross-functional support for HRIS Admin role.

Non-Essential Job Functions:

• Performs other duties as required.

• Ability to actively support City diversity, equity, and cultural competency efforts within stated job responsibilities and work effectively across diverse cultures and constituencies.
• Demonstrated commitment to diversity, equity and inclusion as evidenced by ongoing trainings and professional development.
• Associates degree and at least two years’ experience of experience working in a computerized office environment required. Experience working in a Human Resources Office preferred.
• Additional experience may be substituted for a degree requirement on a two-for-one year basis.
• Strong written and verbal communication.
• Strong computer skills, including MS Office required to fulfill the essential functions of the job. Visio and database management is preferred.
• Ability to maintain the utmost level of confidentiality, integrity and trustworthiness.
• Ability to communicate diplomatically and effectively with the general public, elected officials, employees and outside entities in a courteous, in a professional and confidential manner is required.
• Ability to plan, develop and implement office procedures and make decisions on priority and scheduling of work.
• Ability to operate standard office equipment, including copier, adding machine, postage meter, and recording equipment.
• Ability to understand and comply with City standards, safety rules and personnel policies.
• Regular attendance is necessary and is essential to meeting the expectations of the job functions.

Promoting a culture that reveres diversity and equity.

The City of Burlington is proud to be an equal opportunity employer, and we are strongly committed to creating a dynamic and equitable work-force that mirrors the population and world that we serve. We do not discriminate on the basis of political or religious affiliation, race, color, national origin, place of birth, ancestry, age, sexual orientation, gender identity, marital status, crime victim status, veteran status, disability, HIV positive status, or genetic information in employment or the provision of services.

In addition to being an equal opportunity employer we actively encourage applicants who can contribute to our growing diversity to apply.

For accessibility information or alternative formats, please contact Human Resources Department at 802-540-2505 or [e-mail].