Human Resources Coordinator (IV)

Job Title: HR Coordinator IV (on-site 5 days/week)
Department: Human Resources 
FLSA Status: Non-Exempt
Reports To:  HR Recruiting Manager & Team Member Engagement Manager 

Summary
The HR Coordinator performs daily administrative activities within the HR department and supports the Recruitment & Team Member Engagement teams.  The HR Coordinator IV roles work within their established team on a day-to-day basis and is cross trained to assist when needed in other areas of the department. 

Supervisory Responsibilities
This job has no supervisory responsibilities.

Essential Duties and Responsibilities include the following. Other duties may be assigned.
* Maintains complete confidentiality AT ALL TIMES.
* Protects the confidentiality of records by ensuring only authorized personnel have access to Team Member data.
* Must become familiar with a variety of Human Resources concepts, laws and practices as they relate to confidentiality and record keeping/storage.
* Creates and maintains active and inactive Team Member personnel records.
* Greets visitors in the lobby of the Human Resources Center, in a friendly manner and directs them to the appropriate staff or requested services; answers all routine questions.
* Politely answers all incoming phone calls and routes calls to the appropriate staff member and/or takes complete and accurate messages for absent staff.
* Assists in identifying and providing company resources to Team Members, supervisors and managers. 
* Routes internal and external correspondence to proper department.
* Supports the recruitment and retention of Team Members, including Tribal Members, consistent with the Casino’s Community and Indian Preference Guidelines.
* Assists prospective job applicants with submitting online and assists current Team Members with submitting Requests for Transfer.
* Supports HR team in the processing of applicants, initiating contacts, reviewing applications, and assisting in the scheduling of interviews, as needed.
* Assists with the administration of the drug/alcohol testing process of all New Hires.
* Performs audits and updates, when needed, of personnel files and I-9 database.
* Assists in the coordination and implementation of Team Member programs (recognition events, annual company events, Team Member of the Month, training, job fairs, health/benefit fairs, etc).

* Assists in administering the Learning Management System by updating participant registrations, uploading class attendance rosters, running reports.
* Coordinates classroom and meeting space set up for training programs, internal and external meetings and Team Member events including preparing the room: lighting and temperature; ensuring the audio-visual equipment is functioning properly; moving tables and chairs, placing handouts, pens, and name tents; and tracking attendance electronically or on paper rosters.
* Copies and prepares handouts, guides, packets, quizzes, and evaluations for upcoming HR initiatives.
* Creates, scans, indexes, stores, and/or retrieves forms, documents, reports, and other HR information.
* Updates HR training room and meeting space calendars.
* Research and analyze data pertaining to HR.
* Responds to and documents Team Member issues reported through departments and/or HR.
* Compiles and maintains all Team Member documentation/files associated with discipline, HR investigations, complaints, and employment eligibility.
* Creates and maintains Team Member tracking databases as required (drug program, discipline, work authorizations, training, investigations)
* Contacts Team Members/managers to forward and/or procure information as directed by management.
* Identifies and notifies supervisor when office supplies require replenishment.
* Provides clerical and administrative support to HR team members as needed and/or directed by management.
* Maintains a neat and clean work environment.
* Adheres to all company safety policies, procedures and responsibilities concerning accident prevention including reporting any safety concerns to a supervisor immediately.

Additional Duties and Responsibilities for Coordinator III
* Assists recruitment specialists in processing New Hire documents and initiating background reports.
* Supports the hiring process by ensuring that each New Hire’s status is properly, efficiently, and accurately recorded in the applicant tracking system.
* Assists recruitment specialists in conducting pre-employment skill assessments.
* Assists recruitment specialists by creating interview schedules and contacts job applicants for interviews.
* Communicates with hiring managers/directors to arrange interviews and present candidates.
* Manages processes within their team that require advanced computer skills, interpersonal skills and problem-solving skills.  

Additional Duties and Responsibilities for Coordinator IV
* Confers with managers/directors/executives to identify needs.
* Partners with the Advertising Department to design professional media.
* Writes and edits copy, proofreads, and distributes internal communications in a variety of print and digital media formats.
* Promotes Team Member events and recognition functions on social media. 
* Takes, edits, uploads, and prints photographs of Team Members and Team Member events and recognition functions.
* Updates internal intranet portal with copy, documents, and photos.
* Participates as an active member or HR advisor to the Team Member Recognition Committee.
* Promotes and executes Team Member rewards and recognition programs.
* Plans, coordinates, communicates, and organizes on-site and off-site Team Member events and recognition functions for 10-3000 or more attendees.
* Works on-site and off-site Team Member events and recognition functions for 10-3000 or more.

* Orders, inventories, ensures Team Members receive their awards/prizes, and taxable income is reported.
* Promotes philanthropic strategy and initiative by planning, coordinating, communicating, and organizing events, fundraising, or volunteering efforts.
* Works on-site and off-site philanthropic events and recognition functions.
* Supports diversity, equity, & inclusion strategy with communications, events, & recognition efforts.

Education and/or Experience
High School diploma or general education degree (GED) required; Associate degree or 1 year administrative or clerical experience required; working experience in a Human Resources or related environment strongly preferred.

Additional Education and/or Experience for Coordinator IV
HS/GED required. Associate's degree (A. A.) or equivalent from two-year college or technical school in Business, Communications, Event Management, Hospitality Management, Human Resources or other related field.  At least 3 years’ experience in advertising, communications, event management/meeting planning, Human Resources, and/or an equivalent combination of education, training, and related work experience. Hospitality industry experience, preferred. 

Computer Skills
To perform this job successfully, an individual must have good PC skills and a working knowledge of Microsoft Office applications, especially MS Word, Excel and Outlook; knowledge of Human Resources systems preferred. Pre-employment skills assessments will be administered to candidates.

Computer Skills for Coordinator IV
To perform this job successfully, an individual must have excellent PC skills.  Minimum skills include intermediate Microsoft Office 365 skills; intermediate web-based applications skills such as HRIS or payroll systems; intermediate skills using professional social media platforms; basic skills using web-design, desktop publishing, photo editing, and/ or project management applications.  Advanced skills, preferred.

Other Qualifications
* Must be comfortable speaking and giving directions in front of small groups of people.
* Must be able to multi-task and possess strong communication, administrative, organizational and letter composition skills.
* Must be able to work independently and with minimal supervision.
* Must present a well-groomed appearance.
* Must be able to get along with co-workers and work as a team.
* Must be able to work evenings and weekends when necessary.
* Must have an excellent attendance record.

Language Skills
Must be able to read, write, speak and understand English.

Physical Demands
The physical demands described here are representative of those that must be met by a Team Member to successfully perform the essential functions of this job.
While performing the duties of this job, the Team Member is regularly required to use hands and fingers to handle or feel; reach with hands and arms and talk or hear. The Team Member is frequently required to walk. The Team Member must regularly lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment
The work environment characteristics described here are representative of those a Team Member encounters while performing the essential functions of this job. While performing the duties of this job, the Team Member is occasionally exposed to secondary smoke. The noise level in the work environment is usually moderate.