Human Resources Coordinator

City of Allen, TX; Allen (TX); On-site; USD 33,000 - 48,000; Full time

Job summary

The City of Allen is seeking a proactive HR Coordinator to support the HR office, manage records, coordinate events, and assist with vendor invoicing and open records requests. This full-time, on-site position serves staff, applicants and the public with a positive, professional HR experience.

Qualified candidates have a high school diploma and at least two years of administrative experience, including customer service and MS Office; municipal HR experience is a plus.

Qualifications

• A High School Diploma and two (2) years of administrative or office support experience, including customer service and use of Microsoft Office.
• Experience with invoice processing, event coordination, or confidential records is preferred. Municipal government or HR experience is a plus.

Responsibilities

• Greet employees, applicants, volunteers, and visitors; answer incoming calls and manage the HR inbox; respond to routine questions and route inquiries to appropriate HR staff.
• Provide administrative support to the HR Director and Assistant Director, including calendar management, meeting coordination, correspondence, document preparation, report generation, and follow up on assigned projects.
• Receive, verify, and process HR invoices; track approvals and payments; coordinate with Finance and vendors to resolve discrepancies.
• Plan and coordinate HR meetings, trainings, employee events, and recognition activities, including scheduling, invitations, registration, materials, vendor coordination, and room setup.
• Coordinate HR responses to open records requests, locate and organize responsive records, track deadlines, and process materials through the City's review, redaction, and approval procedures.

Skills

Customer service

Communication

Organizational skills

Deadline management

Confidentiality

Education

High School Diploma

Tools

Microsoft Office

Neogov

Laserfiche

Tyler Munis

JustFOIA

Job description

HIRING RANGE: $23.9657 - $29.3590 Hourly

FULL COMPENSATION RANGE: $23.9657 - $34.7522 Hourly

THIS POSTING MAY CLOSE AT ANY TIME ONCE A SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED

Join the City of Allen - a vibrant community of over 100,000 residents where strong economic growth, excellent schools, and an exceptional quality of life make it a great place to live, work, and play.

Our mission is simple: "To achieve excellence in managing community development and city services, continually enhancing the quality of life and public confidence."

At the City of Allen, our employees bring the PRIDE values to life:

• People First- Prioritizing others
• Respect- Treating everyone with courtesy and dignity
• Integrity- Serving with honesty and trust
• Deliver- Following through and exceeding expectations
• Excel- Driving innovation and continuous improvement

We do Work that MATTERS! Join a team that serves our community and makes a real impact every day. Learn more about the City of Allen at allentx.gov.

The HR Coordinator serves as the primary point of contact for the Human Resources office and provides comprehensive administrative and operational support to ensure the department remains responsive, organized, and welcoming. The role supports City staff, applicants, volunteers, and the public by coordinating office workflows, maintaining records, managing customer service interactions, and assisting with specialized HR processes such as event coordination, background checks, open records requests, and security credentialing.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Greet employees, applicants, volunteers, and visitors; answer incoming calls and manage the HR inbox; respond to routine questions and route inquiries to appropriate HR staff.
• Provide administrative support to the HR Director and Assistant Director, including calendar management, meeting coordination, correspondence, document preparation, report generation, and follow up on assigned projects.
• Receive, verify, and process HR invoices; track approvals and payments; coordinate with Finance and vendors to resolve discrepancies.
• Plan and coordinate HR meetings, trainings, employee events, and recognition activities, including scheduling, invitations, registration, materials, vendor coordination, and room setup.
• Coordinate HR responses to open records requests, locate and organize responsive records, track deadlines, and process materials through the City's review, redaction, and approval procedures.
• Initiate, track, and maintain documentation for volunteer background checks; communicate status updates to appropriate staff.
• Support day-to-day HR office operations, including mail distribution, shared calendars, files, visitor areas, office equipment requests, and workflow organization.
• Monitor inventory and order necessary office, event, and training supplies; organize and maintain the HR supply closet.
• Create, maintain, and secure personnel files in accordance with City records retention policies; coordinate approved retention and disposition activities.
• Maintain administrative and HRIS records using systems such as Tyler Munis, Laserfiche, JustFOIA, and Neogov.
• Create and issue employee ID badges; manage and update security access and related credentialing records.
• Provide customer service to City employees, applicants, and the public, assist with questions, resolve routine issues, and ensure a positive and professional HR experience.
• Handle sensitive employee, applicant, and volunteer information with discretion and sound judgment.
• Operate under the City of Allen's core values of People First, Respect, Integrity, Deliver and Excel.

Education and Experience

Work requires broad knowledge in a general professional or technical field. Education and experience that provide the necessary knowledge and skills may also be considered, but a typical way to qualify is by obtaining:

• A High School Diploma and two (2) years of administrative or office support experience, including customer service and use of Microsoft Office.

Experience with invoice processing, event coordination, or confidential records is preferred. Municipal government or HR experience is a plus.

Conditions of Employment

• Clear criminal background check and pre-employment drug screen
• Safe driving record and a Valid Texas Driver's license
• Must be able to pass required pre-employment screenings, CJIS and fingerprint check, and have the ability to comply with state and federal requirements for Criminal Justice Information Security standards.

Hours/Work Schedule

• This is a full-time position with benefits.
• The HR Coordinator position is onsite, located at Allen City Hall (305 Century Parkway, Allen, Texas)
• The schedule for this position is Monday - Friday 8:00a - 5:00p
• Schedule may be modified if department needs arise.

Physical Demands and Work Environment

This position is classified as sedentary and requires the physical ability to perform the essential functions of the role. Reasonable accommodations may be made to enable individuals to perform these functions. Typical physical demands include:

• Primarily sitting, with occasional walking or standing to access files or office areas
• Occasional bending, reaching, or stretching to retrieve materials or supplies
• Lifting or carrying items weighing up to 10-15 pounds, such as files or office supplies
• Frequent use of hands and fingers for typing, filing, copying, and operating office equipment
• Adequate vision and hearing to review documents and effectively communicate with staff and the public

Work is primarily performed in an office setting, with occasional work outside the office during programs, meetings, or special events. The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job.

Skills, Knowledge and Abilities

• Clear, courteous, and professional communication (written and verbal).
• Excellent customer service skills and ability to interact effectively with the public, staff, and officials.
• Strong organizational skills, accuracy, and follow-through.
• Ability to manage competing deadlines and prioritize tasks.
• Attention to detail in data entry, document processing, and recordkeeping.
• Sound judgment when handling confidential or sensitive information.
• Proficiency in Microsoft Office and familiarity with HR systems such as Neogov, Laserfiche, Tyler Munis, and JustFOIA.

This job description does not constitute an employment agreement between the City of Allen and employee and may be revised by the employer as needed.

The City of Allen is an equal opportunity employer and does not discriminate against any employee or applicant on the basis of race, color, national origin, sex, religion, age, disability, genetic information, or military status in employment or in the provision of services.

The City of Allen participates in the federal e-Verify program to confirm the employment eligibility of all new hires. All applicants must be legally authorized to work in the United States.