Lead HR Operations Coordinator

NYC Department of Health and Mental Hygiene; New York (NY); On-site; USD 66,000 - 95,000; Full time

Job summary

The NYC Department of Health and Mental Hygiene is seeking an administrative professional to support the Human Resources & Labor Relations Unit. The role involves managing employee records, payroll tasks, and providing excellent customer service. Candidates should have a relevant degree and experience in administrative roles, with a focus on confidentiality and efficiency. Additional benefits include eligibility for federal loan forgiveness programs.

Benefits

Eligibility for federal loan forgiveness programs

Diversity and inclusion commitment

Qualifications

• 3 years of full-time clerical/administrative experience, including 1 year in a supervisory role.
• Experience with employee benefits and payroll systems.
• Ability to work effectively in a fast-paced environment.

Responsibilities

• Manage employee records and leave requests using NYCAPS and City Time.
• Prepare approval letters for medical leaves.
• Conduct payroll audits for accuracy.

Skills

Customer Service

Confidentiality

Time Management

Analytical Skills

Education

Baccalaureate degree from an accredited college

Associate degree or 60 semester credits

High school diploma or equivalent

Job description

The Office of Chief Medical Examiner investigates cases of persons who die within New York City from criminal violence, by accident, by suicide, suddenly when in apparent health, when unattended by a physician, in a correctional facility or in any suspicious or unusual manner or where an application is made pursuant to law for a permit to cremate a body of a person.

We exist to provide answers in support of families and communities during times of profound need.

The core values of CARES guide our work for communities and inform our behavior toward each other and all those we serve.

• Commitment: Dedicated to the mission at all times
• Accountability: Responsible to each other and the community
• Resilience: Adapt in the face of adversity
• Excellence: Achieve and maintain the highest quality
• Service: Innovate to meet evolving needs

The Core Functions Of The Human Resources & Labor Relations Unit Include Recruitment, Onboarding/offboarding, Employee Discipline, Labor Relations, Performance Management, Payroll, Timekeeping, Leaves, And Professional Development. The Selected Candidate Will Assist With Various Administrative Tasks Included But Not Limited To:

• Utilize time and leave systems including NYCAPS, CHMRS, and City Time to manage employee records and leave requests.
• Prepare and distribute approval letters for employees taking medical leaves and returning to work.
• Manage certified mailings for distributing paper checks to employees on leave.
• Understand and apply policies related to Advance Time, Workers' Compensation eligibility, Dedicated Sick Leave, and 3.5 grants for eligible employees.
• Calculate and verify leave time to ensure proper employee compensation during medical leave periods.
• Maintain and organize required leave records and documentation, including physical filing, digital uploads, and updating spreadsheets.
• Handle timekeeping functions, including managing overtime requests, punch errors, and timesheet submissions or adjustments.
• Have knowledge of employee benefits based on titles, hire dates, and eligibility criteria, such as MBF and DC 37.
• Ensure confidentiality of all employee records and sensitive information.
• Work effectively in a fast-paced environment and adapt to changing priorities.
• Provide excellent customer service and support to employees, agency overhead, and medical facilities as needed.
• Process 0150s and 0180s for timely and accurate employee payments.
• Analyze Pending Pay Details Awaiting Approval (161) reports and approve necessary pay details for fund release.
• Conduct employment verifications and manage updates related to employee information.
• Respond to employee inquiries concerning direct deposits, college savings plans, and commuter benefits.
• Perform payroll audits for accuracy.
• Execute CityTime entries, including approvals for overtime and schedule changes.
• Research and resolve employee payroll, time, and leave questions.
• Ensure timely submission of timesheets and correct any issues.
• Process leave requests and track related activities like sick leave, blood donations, FMLA, jury duty, etc.
• Process Medical Leave Adjustments (MLAs) and manual leave adjustments as needed.
• Approve and adjust weekly timesheets before payroll processing.
• Monitor overtime caps for certain employees.
• Generate confidential reports using HR systems.
• Coordinate with DOHMH and other partners, managers, and supervisors.
• Perform other duties and special projects as assigned.

Minimum Qualifications

• Baccalaureate degree from an accredited college and three years of full-time clerical/administrative experience, including one year in a supervisory role; or
• Associate degree or 60 semester credits plus four years of relevant experience including supervisory experience; or
• High school diploma or equivalent plus five years of relevant experience including supervisory experience; or
• Equivalent education and/or experience with one year of supervisory experience required. Education above high school level may substitute for some experience at a rate of 30 credits for 6 months, up to 3.5 years.

This position is also open to qualified persons with a disability under the 55-a Program. Please indicate your interest at the top of your resume and cover letter.

Additional benefits include eligibility for federal loan forgiveness programs. Residency within NYC is generally required within 90 days of appointment, with some exceptions.

The City of New York is an equal opportunity employer committed to diversity and inclusion.

Salary Range: $66,062.00 – $95,000.00