Under the direction of the Chief People Officer (CPO), the Human Resources Coordinator plays a key role in supporting HR operations by overseeing employee data management, ensuring accurate recordkeeping of personnel files in both electronic and physical formats, expanding talent acquisition efforts through strategic job postings and outreach, coordinating seamless new hire onboarding experiences, managing the issuance of division products and employee badges, and providing high-level administrative support provides day-to-day administrative support to the department.

Distinguishing Characteristics

Ability to effectively enter accurate employee data into different platforms. Ability to accomplish tasks independently and provide support to the Human Resources team.

Based on assigned District Division/Department, the individual in this position may be designated as a Confidential Employee as s/he will be privy to highly confidential and sensitive information on internal District matters pertaining to the decision-making process on matters relating to potential and current litigation, labor relations and/or personnel and employment, and other items of general legal and/or liability concerns. Employees so designated shall be notified in writing by Human Resources.

Supervision Received and Exercised

This position reports to the Chief People Officer and is a full time position. Receives information from and works directly with the Human Resources Team.

Working Conditions

Normal working conditions for this position are in both an office and field setting. Business travel may be required periodically between District sites, governmental agencies, consultants’ facilities, and other locations as required.

Essential Functions

Duties may include, but are not limited to, the following:

• Assists with maintaining the file room and employee records.
• Completes essential administrative tasks, including answering emails, phone calls, and filing.
• Supports the CPO and Human Resources Director (HRD) with division-wide initiatives and special projects.
• Provides clerical support and screening for the drug and alcohol program.
• Gathers and organizes files for litigation review and holds.
• Manages all phases of recruitments assigned by the HRD and/or CPO to recruit and retain highly skilled, competent employees.
• Assists HR Department staff with activities that support administration of employee benefit plans.
• Assists with the open enrollment process as requested by the HRD and/or CPO including production, distribution, and collection of enrollment materials.
• Assists with the new hire orientation/onboarding program, including schedule support, production of new hire binders, administering daily sessions, and conducting employee tours.
• Ensures accurate recordkeeping (both paper and electronic) of all employment-related documents, in a manner consistent with applicable federal, state, and local laws, as well as internal policies and procedures.
• Assists with responses to local and national salary surveys as directed by the HRD and/or CPO
• Assists the Training Department with the administration and tracking of employee training programs and inputting/maintaining information in the District’s learning management system in accordance with applicable policies/procedures.
• Handles special projects upon request.
• Assists with entering employee data into multiple HR platforms.
• Creates and maintains employee files both electronic and paper.
• Conducts recruitment-related tasks to increase the candidate pool.
• Prepares pre-employment paperwork and initiates the new hire process, assisting in coordinating new hire orientations.
• Performs other related duties as assigned.

Education/Experience

• Associate degree, or equivalent, in Human Resources or related field preferred.
• Minimum one year directly relevant work experience in a similar role.
• Experience working with HRIS systems a plus.

A combination of experience/skills and education to fulfill the requisite knowledge, skills and abilities for this position may be considered.

Certificates/Licenses

• Possession of and the ability to maintain a California driver's license, Class C, with less than six (6) points in the preceding 36-month period and no DUIs in the prior seven (7) years.
• Maintain compliance with the District’s policy regarding Conflict of Interest and Ethics.

General Requirements

• Ability to enter data accurately and efficiently.
• Good communication skills both written and verbal.
• Ability to work independently and meet project deadlines.
• Strong organizational skills.

Physical Requirements

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must possess the ability to use the phone and computer for extended periods, manual dexterity to complete clerical functions and work with office equipment and lift equipment up to 25 pounds on a daily basis. The employee must be able to hear, see, and communicate verbally to exchange information. The employee must be able to physically travel between District locations and other destinations, work in evenings when required, work in hazardous conditions, and negotiate a variety of different and irregular terrain as is typical along a railway right of way. The employee may be subject to fumes, odors, dusts, gases, chemicals. The employee must be able to walk, climb, balance, bend, carry, push, reach, sit, and stand.

Machines / Tools / Equipment

• Ability to operate a personal computer and Microsoft Office Suite programs.
• Ability to operate standard office equipment, including a fax and scanner machine, copy machine, and telephone.
• Ability to carry and operate a mobile on-call device.