The Southern Marin Fire Protection District is seeking to find a dynamic Human Resources Coordinator to join our team. Must be passionate about working in public service. The ideal candidate will have knowledge and experience providing administrative assistance in Human Resources environment, highly proficient with business technology and administrative tasks, has good understanding of the role of the Human Resources Department.
JOB DUTIES
HUMAN RESOURCES COORDINATOR is a confidential employee, who, under general direction of the Human Resources Manager, will play a crucial role in support the Fire Districts’ human resources functions including, but not limited to, recruitment, employee relations, benefits administration and compliance with state and federal regulations. This position will perform a variety of HR related duties and provides day-to-day HR related assistance and support to the senior management team, staff and field personnel. The ideal candidate needs excellent interpersonal skills and a passion for supporting our dedicated team of fire service professionals. Must have a basic working knowledge of computers and software and preferable knowledge of software such as CrewSense, Lexipol, and Target Solutions is highly desired. This position reports directly to Human Resources Manager.
TYPICAL DUTIES
Duties may include, but not limited to, the following:
Recruitment and Onboarding - Manage a full-cycle recruitment process including job posting, candidate screening, scheduling interviews, and selections. Coordinate onboarding meetings for new hires and the process of necessary documentation.
Employee Relations - Act as a point of contact for employee concerns, inquiries, providing guidance and assisting the Human Resources Manager fostering a positive work environment by promoting open communications and ensuring consistent application of HR policies.
Benefits Administration - Administer employee benefit programs and enrollments, including health benefits, insurance benefits, retirement plans and leave policies.
Compliance and Record Keeping - ensure compliance with state and federal labor laws and regulations including OSHA, FLSA/CFRA and EEO. Maintain accurate and confidential employee records, including personnel files.
Assisting the Human Resources manager with all aspects of HR functions, including documentation and files, learning new processes, utilizing a variety of technologies, interacting with vendors, providing assistance to all levels of the Fire District's employees, performing research and reporting, and handling logistics.
Playing a key role in recruitment and promotional efforts, including posting and advertising assistance, editing and preparing packages of highly confidential documents, creating recruitment files, pre-reviewing incoming applications, assisting with interview scheduling, handling candidate notifications, and post-event follow up. Taking care of offsite logistics, such as supplies, food, setup, cleanup and general assistance during the events.
Based on the content and direction provided by the HR Manager, creating, managing and distributing HR forms and templates.
Assisting with Workers Compensations claims and interfacing with the claims adjusters.
Maintaining and updating benefits forms, providing new employees with the forms and information, providing orientations, and answering general inquiries. Assisting with similar tasks during open enrollment. Assisting with retirement (MCERA) enrollment and questions.
Categorizing and filing confidential HR documents, creating and maintaining employee, recruitment, and other type of files. Creating and managing various spreadsheets.
Responding to employees’ general inquiries and researching additional information to provide answers, as necessary.
Interface with the finance department to reconcile monthly benefit invoices.
OTHER JOB-RELATED DUTIES
Performing research and creating reports, such as salary surveys, and reviewing other agencies’ policies and procedures. Responding to other agency requests for salary surveys.
Assisting with maintaining and uploading critical HR related documents, such as MOUs and employee contracts, to the district website. Maintaining general forms in G-Drive, and other record management systems.
Adding and updating the Fire District's HR policies in Lexipol web-based software.
Coordinating pre-employment activities such as scheduling physicals, fingerprinting, and initial background investigator contacts.
Returning calls and emails on behalf of HR Manager, as directed.
QUALIFICATIONS
Preferred Four-year college degree (BA/BS), or equivalent, supplemented by Human Resources related training or experience.
Preferred two (2+) years of experience in a general HR role, preferably within the public safety or government setting.
Strong understanding of California state labor laws and regulations in an administration role.
Experience with a providing customer service assistance, and have excellent interpersonal and communications skills.
Intermediate knowledge of English in written and spoken form, mathematical skills and grammar. Excellent business communication skills.
Basic understanding of payroll.
Basic understanding of public employees’ retirements (MCERA / CalPERS).
Professionalism and high level of attention to detail.
Strong organizational skills.
Ability to handle sensitive and confidential information is a must.
Ability to handle stressful situations.
Working independently, being a self-starter and a fast learner.
Must be able to manage changing priorities, work well under pressure.
EXPERIENCE AND TRAINING
Possession of a valid California (Class C) driver’s license.
Four-year college degree (BA/BS), or equivalent, preferred, supplemented by specialized Human Resources related training or experience.
SHRM-CP or PHR certifications preferred.
Two years of general administrative experience, with HR related experience desired.
Ability to understand complex documents such as MOUs and Employee Contracts.
Substantial experience collaborating with and providing specialized customer service to colleagues of all levels of experience and seniority.
Experience in public administration and fire operations is preferred.
Must be able to occasionally work outside of normal business hours, and travel occasionally to the Southern Marin Fire Protection District's fire stations.
KNOWLEDGE
Must have working knowledge of:
Modern working office computing and software.
Understanding of the HR management process and benefits administration.
Principles of maintaining filing systems.
Commitment to understanding and upholding of the Fire District's HR policies and procedures.
Ability to maintain highly confidential information confidential and secure, both in a physical sense, as well as verbally.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Environment: Work is performed in a standard office setting at the Fire District headquarters, with occasional use of offsite meeting spaces, and visits to our fire stations located in the Southern Marin area. The Southern Marin Fire Protection District is a five-fire station agency with 91+ safety and non-safety employees.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; safely operate a passenger-type vehicle; and to verbally communicate to exchange information.
Benefit Plan: The Fire District offers a generous benefits program including medical, dental, vision, life insurance, long-term disability, long-term care, 457 deferred compensation retirement plan, a Retirement Health Savings account and an employee assistant program.
Retirement: The position pays into the MCERA Retirement System and NOT Social Security.
To Apply:
Interested applicants must submit the following:
Non-Safety Employment Application
Detailed Resume
Cover Letter
Employment applications are available on the Southern Marin Fire Protection District's website: www.smfd.org/careers
All application materials must be submitted by 12:00 noon, Friday, July 26th, 2024.
The Southern Marin Fire Protection District is an Equal Opportunity Employer.