Human Resources Administrative Coordinator

General Purpose

This position is responsible for providing support to the Human Resources office with an emphasis on administrative functions, encompassing document control, processing and retrieval of highly confidential information including, but not limited to, information relating to collective bargaining, personnel administration and budgetary matters. This position has extensive interaction with the public and will support the entire HR Team with various projects, data, and reporting.

Union Affiliation: Non-Union

Pay Grade 15: $29.67 - $33.06 Hourly

Remote Tier 2: Up to one (1) day remote/week

Essential Job Functions

• Provide administrative support to the Human Resources team for a variety of HR functions, including not limited to: recruitment, temporary and seasonal hiring, orientation, benefits administration, open enrollment periods, training, diversity and equity initiatives, workers compensation, unemployment, changes of status processing, data collection, HR systems, website maintenance/updates, reporting, and providing general data entry and administrative support as needed.
• Greet and assist or direct all walk-in Human Resources Department visitors during regular business hours. This role will often be the first contact for City employees or the public.
• Ensure that the main Human Resources phone line is answered at all times during regular business hours.
• Keep current and organize all City of Burlington Human Resources record-keeping systems in accordance with City policy and applicable state and federal laws. Ensure filing is completed in a timely manner and information is accessible when needed. This includes, but is not limited to, personnel files, I9 forms, health, dental and insurances forms, applicant tracking, OSHA 300A log annual posting and workers’ compensation files.
• Assist in the coordination to administer and track Family Medical Leave Act (FMLA) leaves. Ensure appropriate and timely documentation in order to ensure regulatory and legal compliance.
• Protect confidential information regarding departmental matters; record actions to be taken on sensitive matters; release information to authorized parties and outside sources as directed using diplomacy, tact, and solid judgment.
• Draft a variety of correspondence, memos, self-composed letters, minutes, reports, agendas and other confidential documents. Assemble materials and coordinate office functions to meet deadlines.
• Provide support for pre-employment medical exams, fitness for duty requests, drug and alcohol testing, background checks, Hepatitis B vaccination programs, VOSHA and Department of Transportation medical examination testing requirements including CDL drug pool and annual license verification.
• Provide administrative support as it relates to recruitment; posting, initial review, and reporting.
• Support process documentation for the HR Team.
• Provide support for Digital file transition projects, monthly reporting metrics for HR team, and Worker’s Compensation related support and tracking.
• Manage and maintain the conference room schedule for both internal and external use.
• Update/maintain operations/HR calendar.
• Collect and meter outgoing mail, and collect, sort, and distribute all incoming department mail at least once daily.
• Manage aspects of the employee bus programs as liaison between vendors in the tracking/distributing of bus passes.
• Participate in, and/or serve as HR representative for, city-wide events (e.g., blood drives, United Way) as requested by the Director.
• Assist with maintaining up-to-date job descriptions and organizational charts for all departments.
• Staff Human Resources Committee, hiring committees, and other committees as assigned and in accordance with open meeting laws, when applicable.
• Work outside of regular business hours to attend committee meetings as needed.
• Backup and cross-functional support for HRIS Admin role.
  
  

Non-Essential Job Functions:

• Performs other duties as required.
  
  

Qualifications/Basic Job Requirements

• Ability to actively support City diversity, equity, and cultural competency efforts within stated job responsibilities and work effectively across diverse cultures and constituencies.
• Demonstrated commitment to diversity, equity and inclusion as evidenced by ongoing trainings and professional development.
• Associates degree and at least two years’ experience of experience working in a computerized office environment required. Experience working in a Human Resources Office preferred.
• Additional experience may be substituted for a degree requirement on a two-for-one year basis.
• Strong written and verbal communication.
• Strong computer skills, including MS Office required to fulfill the essential functions of the job. Visio and database management is preferred.
• Ability to maintain the utmost level of confidentiality, integrity and trustworthiness.
• Ability to communicate diplomatically and effectively with the general public, elected officials, employees and outside entities in a courteous, in a professional and confidential manner is required.
• Ability to plan, develop and implement office procedures and make decisions on priority and scheduling of work.
• Ability to operate standard office equipment, including copier, adding machine, postage meter, and recording equipment.
• Ability to understand and comply with City standards, safety rules and personnel policies.
• Regular attendance is necessary and is essential to meeting the expectations of the job functions.
  
  

Additional Information

Promoting a culture that reveres diversity and equity.

The City of Burlington is proud to be an equal opportunity employer, and we are strongly committed to creating a dynamic and equitable work-force that mirrors the population and world that we serve. We do not discriminate on the basis of political or religious affiliation, race, color, national origin, place of birth, ancestry, age, sexual orientation, gender identity, marital status, crime victim status, veteran status, disability, HIV positive status, or genetic information in employment or the provision of services.

In addition to being an equal opportunity employer we actively encourage applicants who can contribute to our growing diversity to apply.

Applications for our employment opportunities are only accepted online through our Government Jobs website.

For accessibility information or alternative formats, please contact Human Resources Department at 802-540-2505 or careers@burlingtonvt.gov .