Human Resources Coordinator in Fairfax Station, Virginia at NOVA Parks

The Human Resources Coordinator provides administrative and operational support for recruitment, onboarding, employee records, payroll, benefits, compliance reporting, and other Human Resources programs. The position works under the general direction of the Human Resources Administrator and exercises independent judgment in carrying out assigned responsibilities within established policies and procedures.

Hiring Salary Range: $58,795.72 - $67,578.39

ESSENTIAL FUNCTIONS

Administer Personnel Records and Support Recruitment Activities:

• Maintain and update employee information in human resources and payroll systems, ensuring data integrity, confidentiality, and compliance with record-retention requirements; identify and report data discrepancies.
• Assist with system testing, implementation projects, and user training for human resource and payroll systems.
• Conduct assigned employee-record audits, including I-9 and payroll audits, and assist with required compliance reporting, including EEO-4 filings.
• Respond to applicants’ employment-related inquiries.
• Assist with responding to employment verification requests and other background-related inquiries submitted by third parties, in accordance with organizational policies and confidentiality requirements.
• Coordinate job posting and recruitment advertising activities.
• Schedule interviews and prepare hiring and selection materials for interview panels.
• Prepare orientation materials for full-time employees.
• Prepare and distribute employee service and achievement awards.
• Respond to routine employee inquiries regarding payroll, benefits, leave, employment policies, and human resources procedures, escalating complex matters as appropriate.
• Identify opportunities to improve Human Resources processes, forms, and recordkeeping practices, and recommend enhancements to the Human Resources Administrator.

Assist with Payroll Processing:

• Process onboarding transactions for a high volume of part-time and seasonal employees, including entering personal information, payroll deductions, and tax withholding information.
• Process terminations for part-time and seasonal employees.
• Review and process biweekly timesheets for full-time, part-time, and seasonal employees, including verification of paid leave, overtime, and pay codes.
• Reconcile full-time employee leave accruals and usage records.
• Assist with preparation of audit schedules and supporting documentation for annual financial and payroll audits.

Administer the Fleet Driver Eligibility Program:

• Collect, review, and maintain required vehicle use documentation and Motor Vehicle Records (MVRs).
• Apply established criteria to determine employee eligibility to operate vehicles and ride-on equipment.
• Refer exceptions or disputed eligibility determinations to the Human Resources Administrator.
• Communicate driver eligibility determinations to the appropriate managers.
• Review program guidelines, recommend updates to the Human Resources Administrator, and apply approved criteria consistently.
• Coordinate annual MVR reviews.
• Maintain accurate and confidential records to support ongoing compliance and risk management.

Assist with Benefit Program Administration:

• Submit employee enrollment information and benefit status changes to insurance carriers or brokers.
• Support organization-wide informational meetings, including open enrollment, new hire orientation, and meetings regarding changes in retirement or benefits plans.
• Reconcile monthly insurance invoices and submit them for approval and payment.
• Prepare twice-yearly employee retirement valuation statements.
• Assist with preparing schedules for the retirement plan’s actuarial study.
• Prepare, issue, and maintain records of employee park use benefit cards.

Assist with Workers’ Compensation Program Administration:

• Assist with ensuring timely and accurate reporting of work-related injuries.
• Serve as a liaison between employees, medical providers, and insurance carriers regarding workers’ compensation matters.
• Assist with tracking employee work-status updates and coordinating return-to-work arrangements.
• Assist with communicating changes to workers’ compensation procedures to employees.
• Assist with maintaining the approved panel of physicians.
• Assist with occupational injury and illness recordkeeping and reporting, including OSHA Forms 300, 300A, and 301, as assigned.
• Assist with annual workers’ compensation audit.

Perform varied administrative duties:

• Prepare correspondence, interoffice memoranda, reports, and manuals, including confidential items.
• Answer and route telephone calls and take messages.
• Schedule meetings and coordinate locations, materials, and other arrangements.
• Make deliveries and perform work-related errands outside the office.
• Review departmental files annually and coordinate records disposal in accordance with approved retention requirements.
• Maintain routine departmental files.
• Update and maintain various departmental forms.
• Perform other duties as assigned.

REQUIRED QUALIFICATIONS

Education: Graduation from an accredited college or university with an associate degree in Human Resources, Business Administration, Public Administration, or a related field.

Physical: Work is primarily performed in a standard office environment. Requires the ability to sit, stand, walk, bend, stoop, reach, and perform repetitive hand and finger movements associated with computer and office equipment use. Occasional lifting, carrying, and moving of files, records, office supplies, and equipment weighing up to 25 pounds may be required. Visual acuity and manual dexterity sufficient to operate a computer, telephone, calculator, and other standard office equipment are required.

Experience: Three years of human resources, payroll, benefits administration, or related administrative experience; or an equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities.

Required Knowledge, Skills, and Abilities

• Working knowledge of human resources principles, practices, and applicable employment regulations.
• Working knowledge of payroll processing and benefits administration.
• Proficiency in Microsoft Office applications, including Word and Excel, and experience utilizing human resources information systems (HRIS), payroll, and timekeeping software; experience with UKG Ready preferred.
• Ability to accurately process and maintain large volumes of confidential employee and payroll data.
• Ability to interpret policies, analyze information, conduct research, and prepare reports and recommendations.
• Strong analytical, organizational, and problem-solving skills.
• Strong attention to detail and ability to maintain accurate records and documentation.
• Ability to prioritize work, manage multiple assignments, and meet established deadlines, particularly during periods of high seasonal activity.
• Ability to exercise sound judgment and work independently with limited supervision.
• Ability to establish and maintain effective working relationships with employees, supervisors, external agencies, and the public.
• Ability to communicate effectively, both orally and in writing.
• Ability to maintain the confidentiality of personnel, payroll, medical, and other sensitive employee information.
• Ability to acquire and maintain knowledge of NOVA Parks policies, procedures, and organizational operations.
• Possession of, or ability to obtain and maintain, a valid driver's license with a safe driving record.
• Regular and predictable attendance is an essential function of the position.

Duties and responsibilities are designed to be the essential elements of the job. They do not preclude the performance of related, or even unrelated, jobs which may be necessary to properly and efficiently complete all work assignments. NOVA Parks reserves the right to amend job specifications to meet current needs.

Benefits: This position is a benefit eligible position. Benefits include medical and dental insurance, life insurance, long-term disability, retirement plan, and more. This role is eligible to receive an annual bonus calculated as a percentage of the company’s net revenue. Distribution, timing, and metrics are discretionary and subject to individual and business performance.

Background Check: The successful candidate will be required to undergo a thorough pre-employment background check.

It is the policy of the Northern Virginia Regional Park Authority to prohibit discrimination on the basis of race, sex, color, national origin, religion, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-352-5900 and ask for Human Resources for assistance.