Title: People Services Coordinator

Position Status: Full Time

FLSA: Non-Exempt (hourly)

Department: People Services

Reports To: Sr. Director of People Services and Belonging

Location: Ann Moody Administration

Position Summary: Provides general administrative support to the People Services Team.

Key Responsibilities:

Exempt/ Non-Exempt Recruiting

· Recruits, interviews, and facilitates the hiring of qualified job applicants for open exempt and non-exempt positions; collaborates with departmental managers to understand skills and competencies required for openings.

Works with programs to recruit agency interns; attends job fairs; works with universities, trade schools or similar for positions in the agency.

· Sources candidates through job postings, referrals, and direct sourcing using proactive tactics such as social network, networking events, and cold calling in order to attract active and passive candidates.

· Utilizes no cost or low-cost recruiting methods to manage expense controls to allow achievement of revenue, profit and utilization objectives.

Administers pre-employment testing; researches competencies for interview questions; conducts telephone or ZOOM screening for potential applicants.
Recruits assigned exempt positions, when necessary.

Employee On-Boarding

Employee Onboarding: Educate and support hiring managers regarding the onboarding process, coordinate and communicate with new hires to plan for their first day, and complete local and/or virtual new hire orientation
Conducts 30, 60, 6 month and 1-year on-boarding surveys to new hires and reports findings to direct supervisor.

· Prepares content and creates agency newsletter and health newsletter on a monthly basis; maintains and updates emails attached to newsletter.

· Prepares new hire orientation paperwork and creates new hire announcements.

· Assists with coordination of special events such as the annual open enrollment, employee staff meetings, holiday party, etc.

· Assists with internship orientations and prepares material, or emails for Sr. Directors.

· Maintains and orders Polo shirts, on-boarding gifts, etc. for new hires.

· Prepares and sends out new hire announcements in a timely fashion.

· Assists with committee or event room set ups, sends out announcements to staff, keeps RSVP’s, etc.

· Assists in preparation for NEO (new employee orientation); prepares notebooks, room set up, sign in sheets, etc.

· Archives employee files and purges files when necessary and according to policy.

· Orders name tags for new hires and ensures staff receive them in a timely manner.

· Processes contractor’s information and adds to SharePoint files.

· Participates in NEO by presenting on ZOOM access; how to apply for internal jobs; accessing RDS, the Intranet and user ID and passwords.

· Takes new hire pictures and forward to operations for new badges; ensure badges are ready to go for new hires, including PRN staff.

· Creates new hire IT login sheets and explains to employees during on-boarding process.

· Creates new hire login IT sheets and saves to HR folder.

· Updates agency signage, forwards updated signage to offices and ensures labor law posters are up to date and in compliance.

· Communicates the importance of the REACH card at NEO and takes measures to engage staff to participate in the recognition process of their co-workers. Prepares quarterly REACH announcements and sends out to the agency.

· Prepares birthday cards for Program Directors and up; prepares new baby/adoption cards for employees; prepares and gathers information, i.e. card/flowers, regarding employees that have a death in the family.

· Conducts periodic employee file audits to ensure files are up to date and accurate.

· Maintains the I-9 documentation, keeps abreast of any updates and purges outdated documents.

· Provides clerical support including filing, copying, scanning documents, and phone support; prepares mass mailings; generates correspondence; maintains supply of new hire and benefits literature.

Completes reference and background checks on new hires and completes annual background checks for positions requiring background checks and/or MVR checks.

· Ensures IT employee folder on HR drive is current and up to date; purges old documents.

· Updates EZ Texting for new hires and separations and makes sure employees are added in the correct programs by their start date.

Backup:

Conducts employment telephone screenings for applicants and prepares summaries for program directors for review.
Conducts 30, 60, 6 month and 1-year on-boarding surveys to new hires and reports findings to direct supervisor.
Handles employee exits interviews, working alongside payroll to ensure timely final payment, conducting exit interviews and sending exit instructions to managers and associates.

· Updates Active Directory and employee office phone numbers and title on SharePoint.

· Updates EZ Texting groups when new employees start and/or leave the agency and places employees in the appropriate groups.

Other Duties:

· Provides telephone lunch coverage.

· Performs other job-related duties as assigned.

Requirements: Associate degree (Bachelors preferred) in Business or similar and at least two (2) years of experience working in human resources department

Licenses and Certifications: Valid Texas Driver’s License and clear driving record

Knowledge and Skills and Abilities:

· Knowledge of human resources processes and best practices.

· Intermediate to advanced Microsoft Office skills, including Word, Excel, Outlook, as well as Internet research experience.

· Ability to communicate effectively, both orally and in writing; excellent spelling, grammar, editing and high level of proofing skills.

Communicates in a professional manner using judgment and discretion.
Consistently meet deadlines for the accomplishment of assigned tasks.

· Ability to raise issues proactively and in a timely manner.

· Ability to treat confidential information with professionalism and discretion required.

A strong customer service orientation is also essential.

Mental and Physical Abilities: Duties are usually performed seated with occasional periods of standing or walking. Limited physical effort is required associated with lifting and carrying objects (less than 25 lbs). Ability to sit, stand, and/or input data frequently for extended periods of time. Long periods of computer work are required.

Working Conditions: Duties are usually performed seated with occasional periods of standing or walking. Limited physical effort is required associated with lifting and carrying objects (less than 25 lbs.). Work may be performed but is not limited to an office environment.

Work Location: All work must be performed in the office.

Essential Functions: This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this position. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Must demonstrate/live our organization’s guiding principles: Respect, Empathy, Accountability, Communication and Humor.

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People Service Coordinator