Office & HR Coordinator

JOB TITLE: Office & HR Coordinator

STATUS: Regular Full-Time; non-exempt

DEPARTMENT: Administration

REPORTS TO: Chief Finance Officer

SALARY: $20.00-$22.50 DOE

BENEFITS: Generous benefits including 100% employer-paid medical, vision, dental, life, and LTD; 401K match; sick, vacation, and personal holiday leave

Our Mission: Big Brothers Big Sisters of Puget Sound (BBBSPS) provides children facing adversity with strong and enduring, professionally supported, one-to-one relationships that change their lives for the better, forever.

Each employee of Big Brothers Big Sisters of Puget Sound helps achieve the mission of the agency in particular ways as outlined in the position description.

JOB SUMMARY:

The Office & HR Coordinator plays a key role in maintaining a pleasant, smooth and well-functioning work environment. This position is responsible for general human resources duties as well as administrative and operational functions including reception, office and facilities management.

ESSENTIAL JOB RESPONSIBILITIES:

Human Resources

• Efficiently and effectively assist in filling open positions: assure new-employee recruitment and hiring processes are followed, post job announcements, collect and screen resumes as requested, maintain resume database, initiate background checks, prepare offer letters.
• Conduct new employee onboarding including orientation and new-hire document management. Ensure employees gain an understanding of agency-provided benefits.
• Ensure that employees in remote locations feel part of the agency.
• Manage employee exit process including exit interview, final paperwork, collection of agency property and benefits de-enrollment and COBRA enrollment process.
• Administer all employee benefits, including processing required documentation and working with accounting department to ensure accurate record keeping and proper deductions; coordinate annual open enrollment process for employees.
• Establish and maintain confidential and accurate employment records.
• Monitor and support the performance management process.
• Manage the agency’s Accident Prevention and Safety Program including regular Safety Committee meetings, inspections, accident and L&I reporting.
• Assist in ensuring compliance with federal, state and local employment laws and regulations.
• Maintain administrative HR functions such as updating phone & other staff lists, organizational chart, and employee status change paperwork.

Administrative, Office & Facilities Operations

• Ensure all incoming clients, volunteers and guests are greeted in a consistently professional and friendly manner and all calls or visitors are routed appropriately.
• Act as primary liaison with contract IT service provider, prioritizing issues that arise and providing occasional assistance to staff on routine items.
• Oversee and ensure proper maintenance of office equipment and facilities systems, and coordinate with vendors as needed; monitor vendor contracts and make recommendations for improvements. Troubleshoot minor technical concerns with vendor support as needed.
• Organize, order and maintain office supplies; distribute incoming mail.
• Review, revise and develop procedures to increase efficiencies and maintain a well-kept office environment.
• When needed, coordinate and execute office relocations, ensuring minimal downtime for staff.

Accounting Support

• Process incoming daily cash receipts.
• Collect and log biweekly timesheets.
• Cross train as appropriate with Accounting Manager to provide backup support for certain functions.

Other

• Other duties as assigned by supervisor.

REQUIRED JOB QUALIFICATIONS:

• 3+ years’ experience in general human resources (benefits, recruitment, employee relations, etc.) and/or office management
• Phenomenal customer service skills
• A deep sense of ownership for your work and passion for excellence
• A sense of humor and a positive and enthusiastic attitude
• Excellent project management, multi-tasking and prioritization skills
• Proficiency in Microsoft Word, Excel and Outlook; ability to quickly learn software and systems
• Excellent oral and written communication skills
• Detail-oriented, organized self-starter; able to prioritize and perform multiple tasks with varying levels of urgency to meet deadlines with no loss in accuracy
• Able to work independently as well as collaboratively, exercising good judgment, decision-making and problem-solving skills
• Exceptional ability to maintain professionalism and confidentiality in sensitive, complex, and/or controversial situations.
• Flexibility and willingness to respond to varied tasks and needs as they arise
• Ability to work regular office hours Monday-Friday with very occasional evenings or weekend hours

PREFERRED JOB QUALIFICATIONS:

• AA or BA/BS preferred but equivalent experience also accepted
• Valid US driver’s license, insurance coverage, and consistent access to a reliable mode of transportation preferred
• Competence in additional language(s) a plus
• Prior experience working in a small nonprofit or small business a plus

WORK ENVIRONMENT:

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

• Routine office environment.__
• Physical demands: While performing duties of job, employee is frequently required to stand; walk; sit; reach with hands and arms; talk and hear. Employee must occasionally lift and/or move up to 25 lbs. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• Work environment: The noise level in the work environment is usually moderate.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and required skills. Job Description may be subject to change to meet the needs of the organization.

Equal Employment Opportunity

BBBSPS provides equal employment opportunities to all qualified individuals without regard to race, creed, color, religion, national origin, age, sex, marital status, sexual orientation, or non-disqualifying physical or mental handicap or disability.

Americans with Disabilities Act

Applicants as well as employees who are or become disabled must be able to perform the essential duties & responsibilities either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

Job Type: Full-time

Salary: $20.00 to $22.50 /hour

Required education:

• High school or equivalent

Required experience:

• Human Resources: 3 years