HR Coordinator

Human Resources Coordinator

The Human Resources Coordinator provides high-level administrative, operational, and customer service support to the Human Resources department. This position requires exceptional organization, time management, multi-tasking ability, and attention to detail to maintain accurate employee records, process personnel transactions, administer leave programs, and assist with key HR initiatives. Serving as a primary point of contact for employees and visitors, the Human Resources Coordinator manages a wide range of responsibilities including recordkeeping, compliance tracking, and reporting, all while maintaining confidentiality and a professional, welcoming environment.

Essential Functions

• Serve as the first point of contact at the HR department window and main phone line, efficiently managing inquiries by answering routine questions and directing employees to the appropriate HR resources.

• Accurately track employee participation in leave programs, including FMLA and other leave of absence policies, ensuring timely updates, meticulous recordkeeping, and full regulatory compliance.

• Process personnel transaction forms and data entry, including new hire entries, status changes, and other routine employment updates, ensuring data accuracy and timeliness.

• Create, organize, and maintain personnel files, ensuring all documentation is properly filed, audited, and retained in accordance with legal and organizational requirements.

• Support FMLA administration and related tasks with strong attention to detail, including tracking leave claims, monitoring deadlines, updating records, and performing assigned follow-up activities.

• Track and monitor HR department budget and expenditures with accuracy and organizational precision.

• Respond to employment verification requests with confidentiality and timely turnaround.

• Administer recurrent physical exam requirement processes for DOT-compliant positions, including issuing reminders, scheduling exams, processing physical exam documentation, updating employee records, and maintaining driver's license information in the appropriate database.

• Perform internal HR mail distribution and prepare the monthly departmental office supply order.

• Use various software applications daily, including Microsoft Word, Excel, Outlook, and the HRIS database Avail.

• Develop and maintain clear instructional documents, templates, and standard operating procedures. Recommend process improvements to increase efficiency and accuracy.

• Provide administrative support to all HR team members.

• Assist with planning and execution of events and functions.

• Maintain a neat, organized, and professional HR environment while ensuring proper handling and security of sensitive employee information

Minimum Qualifications

• Education: High school diploma or GED with supplemental courses or training in human resources, business administration, or other related field. Some college experience preferred.

• Experience: Two years' experience performing complex administrative duties, including data entry and record-keeping. Prefer at least one year of experience in a Human Resources office, and at least one year providing customer service via telephone and in person. Proficiency in Microsoft Excel, Word, and Outlook at an intermediate level is required.

Knowledge, Skills and Abilities

Knowledge of:

• Federal, state, and local employment laws, regulations, and compliance requirements, including those related to leave programs and personnel recordkeeping.

• Office administration practices, customer service principles, and effective communication techniques.

• Strong business writing standards, including proofreading, proper grammar, spelling, punctuation, and professional correspondence formats.

• Records management practices, including creation, organization, storage, retention, and auditing of personnel files.

Skilled In:

• Accurate data entry, document preparation, and efficient multitasking in a fast-paced environment.

• Proficient use of computers and common office software, including Microsoft Word, Excel, and Outlook; ability to learn and navigate HRIS and other database systems.

• Intermediate-level Excel capabilities, including data tracking, spreadsheet management, and report preparation.

• Applying strong attention to detail in reviewing documents, processing transactions, and maintaining compliant, organized records.

• Using basic mathematical computations for tracking budgets, expenses, and HR metrics.

Ability to:

• Manage time effectively, set priorities, and balance multiple tasks and deadlines with accuracy and professionalism.

• Maintain confidentiality and handle sensitive employee information with discretion and sound judgment.

• Establish and maintain cooperative and effective working relationships with employees, applicants, interns, vendors, and members of the public.

• Prepare clear, concise, and complete reports, correspondence, and documentation using proper formatting and professional tone.

• Perform a variety of administrative and clerical tasks with a high level of organization and reliability.

• Exercise initiative, work independently with minimal supervision, and identify opportunities for process improvements.

• Operate a wide range of office equipment (e.g., copiers, scanners, computers)

Performance Standards

• Quality of Work - Produces accurate, thorough, and high-quality work, following applicable instructions.

• Customer Focus - Provides excellent customer service to internal and external customers.

• Communication - Communicates clearly and effectively with colleagues and stakeholders.

• Teamwork / Interpersonal Relationships - Works and collaborates with others respectfully and productively; contributes to a positive environment.

• Productivity / Time Management - Effectively manages time and resources to meet deadlines and achieve goals; takes appropriate initiative to complete tasks and resolve issues without guidance.

PSTA is an Equal Employment Opportunity Employer.