Date: January 2025

Location: Cedar Rapids, IA

Reports to: Director of Human Resources

Classification: Non-exempt

EEO Classification: Administration

POSITION SUMMARY:

The primary responsibility of the Human Systems Coordinator is to provide administrative support to the Human Systems team and colleagues. This includes managing the employee database, coordinating onboarding schedules, processing employee changes, general record keeping, and overall providing a positive experience for all our colleagues. The Human Resources Coordinator will be part of an exceptional, resourceful, and collaborative team here at First Mainstreet Insurance.

ESSENTIAL JOB FUNCTIONS & RESPONSIBILITIES

Human Resources Document Management:

• Prepare service personnel documentation and work with Legal on other employee agreements to be completed by staff
• Prepare offer letters and appropriate onboarding documents
• Prepare and maintain all personnel files and employee database, including I-9's
• Prepare all documents related to termination
• Oversee that all records are acknowledged and maintained for all colleagues
• Coordinate and communicate with colleagues to ensure positive client experiences and common understanding

Administration:

• Benefit administration (enrollments and terminations) and vendor management
• HR invoice processing and approval
• Work closely with the Payroll Specialist to ensure payroll changes, bonuses and time collection, PTO and other records are accurately maintained
• Facilitate, manage, and analyze strategic surveys
• Serve as expert for HR system to achieve efficiency in system; assist in the management of access permissions for leaders
• Assist in our internship program onboarding and coordination
• Send out pre-onboarding welcome packets to new colleagues
• Assist in scheduling new hire learning and development activities
• Assist with planning and execution of special events such as benefits enrollment, firm-wide meetings, employee recognition events, volunteer opportunities, holiday parties, and retirement celebrations, as it pertains to building Company culture
• Maintain controls in the HR system, so leaders have appropriate access
• Manage and keep job postings and job descriptions up to date
• Maintain and seek out HR laws and regulatory knowledge
• Assist in HR communications
• Distribute process checklists for employee onboarding, separations, and position/status changes
• Respond to internal and external HR related inquiries or requests or redirect to appropriate person
• Serve as primary contact for newly signed employees and manage employee the onboarding process including conducting orientation
• Oversee any buddy program or Navigator program and other ad hoc, human systems initiatives
• Assist our analyst and other teammates on items like compensation and benefits analysis

EDUCATION & EXPERIENCE

• College degree in business or HR or a designation in Human Resources from SHRM or HCRI
• Minimum 2 years' work experience in Human Resources
• Proficiency in Microsoft Office
• Able to quickly learn and utilize other computer applications i.e. Paylocity, ADP, etc.

SKILLS & COMPETENCIES

• Organization
• Time-management and prioritization skills
• Follow through and timeliness
• Extremely accurate and detail-oriented
• Knowledge of benefits terms and documents helpful
• Strong mathematical skills and analysis
• Strong and professional verbal and written communication skills
• Strong problem-solving skills
• Willingness to learn and seek out responsibilities

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate verbally and to listen for instructions and information. The employee is also required to sit for long periods of time often in front of a computer monitor and operate a computer keyboard. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required include close vision, distance vision, color vision, depth perception, and ability to adjust focus.

Summary: This job description is intended to describe the normal level of work required by the person performing the work. The essential job functions outlined are primary duties and responsibilities. Other duties may be assigned as needs arise or as required.

This description is not intended as a contract and is subject to change. Any written contractual agreements supersede this job description. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.