Human Resources Coordinator in Chicago, Illinois at Franciscan Outreach

FLSA: Salary non-exempt
Status: Full Time, Monday - Friday 08:00am - 04:00pm (Flexible work schedule)
Location: 1101 W Adams St. Chicago, IL 60607

Organizational Summary 
Franciscan Outreach is a leading provider of homeless services in Chicago.  We operate as a system of support for those who are marginalized and experiencing homelessness.  We empower people to gain the stability they need to transition into permanent housing.  Grounded in the Franciscan tradition, we serve everyone regardless of their beliefs, and we neither conduct nor require participation in religious services.  We are committed to working together as an inclusive community that promotes equal treatment and opportunity for all.  We strive to create a caring, safe, and supportive community that embraces and uplifts everyone, especially our most vulnerable neighbors.   

Position Description
The Human Resources Coordinator performs a variety of confidential, administrative, and clerical tasks to support the overall operations of the Human Resources Department. Prepares correspondence, reports, and other documentation, maintains departmental records and files, assists with benefits administration and payroll, coordinates hiring activities, enters and processes financial data, and responds to departmental inquiries. The Human Resources Coordinator will require the ability to work under minimal supervision, perform independent research, and have strong problem-solving skills. The position of Human Resources Coordinator is assigned to the Human Resources Department and works under the direct supervision of the Human Resources Manager. The Human Resources Coordinator is in a full-time, non-exempt position and works a minimum of 40 hours per week. This position routinely handles highly sensitive and/or confidential information and will have extensive contact with internal staff members, outside agencies, vendors, and the public.

Essential Duties & Responsibilities:
-Serves as a front line for answering general employee inquiries and concerns.
-Complete onboarding with new hires.
-Create and maintain complete physical and electronic employee records, including onboarding documents, promotions, role changes, performance reviews, performance improvement plans, written warnings, benefits, and attendance records throughout the employee lifecycle.
Assist with maintaining employee records and ensuring compliance with all legal requirements.
-Coordinate meetings, events, and activities as directed by the HR Manager.
-Assists with handling explanation and coordination of employee benefits to new hires and coordination of insurance and other fringe benefits with all employees.
-Enter information into various departmental systems.
-Leads set-up, entry, and updates of employee information into the Human Resource Information System (HRIS), currently Paychex.
-Support staff experiencing issues with access to the payroll system.
-Coordinate pre-employment background checks, physical, and drug tests as needed.
-Supports the recruitment and hiring process by completing phone screenings, scheduling interview appointments, and reference checks, maintaining records and information, and following up with applicants as directed.
-Communicate monthly staff anniversaries and birthdays.
-Completes I-9 forms, verifies I-9 documentation, and maintains I-9 files.
-Performs routine filing, scanning, and archiving records to ensure record retention compliance.
-Maintain the quality of the payroll and benefits system standards.
-Maintain organizational charts and employee demographics.
-Collaborate with the finance team to ensure accuracy of payroll processing.
-Completes special projects and other duties as assigned.

Skills, Knowledge, and Abilities
-Strong interest in and ability to work in a social service environment that supports using evidence-based practices (harm reduction, motivational interviewing, and trauma-informed care) preferred
-Good organizational and time management skills
-Effective communication, oral and written.
-Ability to retain confidentiality of personnel and financial matters.
-Strong attention to detail
-Experience of working with multiple locations and/or departments
-Self-directed and comfortable working independently, without constant direct supervision, and with a team.
-Ability to communicate effectively and respectfully with volunteers, staff, partner organizations, guests, etc.
-Ability to develop and maintain appropriate boundaries.

Minimum Qualifications:
-High school diploma or equivalent required.
-Minimum of three years of administrative/secretarial experience required.
-Prior work experience in human resources (preferably in benefits administration, workers.
-compensation, insurance, payroll, and/or recruitment) required.
-Working knowledge of MS Office (Word, Excel, SharePoint, and PowerPoint)
-Bilingual English/Spanish preferred.

Health and Safety Requirements
-Ability to lift approximately 20lbs
-Follow the Occupational Safety and Health Administration (OSHA) through administrative updates compliant with federal law
-COVID-19 vaccination is mandatory for all employees. Accommodation requests will be considered in compliance with applicable laws.

Additional Requirements:
All staff are expected to abide by the policies of Franciscan Outreach, including, but not limited to, rules governing ethics, confidentiality, dual relationships, honesty, and integrity. All staff are expected to always act in good faith and in keeping with the mission and values of Franciscan Outreach. Staff must have a commitment to serving the guests of Franciscan Outreach and to contributing to a positive, respectful, and acceptable environment.

Reasonable accommodation will be provided to enable qualified individuals with disabilities to perform the essential functions of the position. This description provides a summary of the major duties and responsibilities and is not an exhaustive list of the duties and responsibilities. The employee holding this position may be required to perform additional duties to meet the needs of the organization.

Decisions and criteria governing the employment relationship with all employees are made in a non-discriminatory manner, without regard to race, ethnicity, creed, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, citizenship status, military service and/or marital status, order of protection status, handicap, disability, or any other factor determined to be unlawful by federal, state, or local statutes.