HR Coordinator and Assistant to CEO - Paterson, United States - YMCA of Paterson

Description

GENERAL FUNCTION:

This position will be responsible for the administrative functions of the HR department including database management, hiring and onboarding staff, and ongoing maintenance of employee records.

The HR Coordinator serves as a point of contact for employees regarding HR-related inquiries and ensures compliance with relevant policies and regulations.

This role requires strong organizational skills, attention to detail, effective communication abilities, and a commitment to maintaining confidentiality.

The HR Coordinator contributes to fostering a positive work environment and supporting the company's goals through their efforts in HR administration and coordination.

HR Key Responsibilities

• Handles all items involving payroll, timekeeping, retirement payments and reporting, salary updates and benefits for employees.
• Provides support to Association employees with any questions regarding payroll, salary, timekeeping, or personnel issues as appropriate.
• Initiates and maintains proper signon for employees, ensuring access to system as needed.
• Manages schedule for 30, 60 and 90 day and annual performance reviews, ensuring managers are notified in advance of due dates. Follows up with reminders as needed.
• Creates and maintains electronic performance review system on HRIS. Provides instructions and guidance to managers and staff on accessing and completing performance reviews, in paper or electronic form.

Acts as resource for managers and employees throughout the process, including, but not limited to:
access to system, completing review form, submitting form, and process in general.

• Maintains Job Description files; maintains performance review forms for manual use; creates performance reviews on HRIS and maintains data.
• Manages new hire and rehire document checklists, ensuring electronic availability. Updates on regular basis as needed.
• Maintains personnel files, active and terminated, including processing required electronic or paper documents with CEO's approval.
• Responsible for creating, updating and distribution of reports as needed.

Includes, but is not limited to:
minor report, incident reports

• Processes annual driver checks and biennial criminal background checks on current staff and new staff.
• Conducts social security number verification checks through the Social Security Administration.
• Distributes BC10 forms and letters to terminated employees.
• Handles employment verification inquiries, researching information and completing required forms.
• Manages inventory of storage files for HR department.
• Coordinates Employee Recognition Program. Prepares reports, award certificates, posters & maintains award supplies; assures proper distribution at appropriate times.
• Maintains uniform inventory & orders name tags for the Association.
• Performs other duties as assigned by CEO,
• Participates in meetings, trainings, groups, coalition, etc. that leverages and expands the YMCA of Paterson's cause, purpose and brand.
• Builds relationships with other staff and members; Works cooperatively with department heads and supervisors and encourages staff and members to build relationships with other staff and members and join in the YMCA movement.
• Partners with other departments or outside agencies as appropriate to ensure success. Facilitates and guides the teaching of the values of caring, honesty, respect, and responsibility in our YMCA interactions. In addition, model these values personally.
• Participates in Y activities, such as committees, special events, Healthy Kids Day and Annual Campaign and other youth development and food related events,

Assistant to CEO Key Responsibilities:

1.


Administrative Support:

• Manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, presentations, reports, and other documents as needed.
• Coordinate and facilitate internal and external meetings, including logistics, agendas, and followup actions.

2.


Information Management:

• Maintain accurate records and files, both physical and electronic, ensuring confidentiality and accessibility as needed.
• Conduct research and gather information on various topics as requested by the CEO.
• Summarize and present data in a clear and concise manner to assist decisionmaking processes.

3.


Project Coordination:

• Assist in the planning, execution, and followup of special projects and initiatives.
• Coordinate crossfunctional teams and resources to ensure project deadlines are met.
• Track project progress, identify potential issues, and proactively communicate updates to the CEO.

4.


Communication Liaison:

• Serve as a primary point of contact between the CEO and internal/external stakeholders.
• Draft communications on behalf of the CEO, including memos, announcements, and presentations.
• Facilitate effective communication within the organization by disseminating information and coord