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Human Resources Coordinator

2 months ago


Madison, United States Davidson Transit Organi Full time
Job Overview

Key Responsibilities:

  • Establish and manage employee records within a digital documentation system;
  • Employ OCR technology or similar tools to digitize and categorize documents for integration into the organization's personnel management database;
  • Collaborate with management to oversee documentation and materials in accordance with internal protocols, client inquiries, and regulatory standards;
  • Administer access rights and version control to safeguard system security and maintain the integrity of primary documents;
  • Evaluate, interpret, and distribute system and employee performance metrics;
  • Assist in formulating document management strategies to ensure efficient, lawful, and secure access to digital content;
  • Engage with users to resolve issues related to accessing electronic content;
  • Welcome and direct visitors to the office or other supported functions;
  • Manage the primary human resources email and phone line, ensuring effective call transfers;
  • Keep management informed of any compliance issues or matters concerning human resource management;
  • Monitor regulatory developments to ensure adherence to records and document management laws;
  • Utilize data capture technology to import digitized documents into the management system;
  • Update candidate statuses using HR systems;
  • Coordinate employee scheduling for certifications or recertifications;
  • Maintain employee records systematically within the personnel system;
  • Organize pre-employment health and drug screenings prior to onboarding;
  • Collaborate with colleagues on the pre-hiring process;
  • Support the orientation and onboarding of new hires and other employment-related activities;
  • Maintain data analytics;
  • Assist with the receipt and filing of complaints and grievances as per HR procedures;
  • Process invoices promptly upon receipt, verification, and reconciliation of charges;
  • Manage and order office supplies;
  • Work collaboratively with HR and Training Team members to address support needs;
  • Distribute and track temporary and permanent ID badges for security purposes;
  • Update HR information systems with relevant data in a timely manner;
  • Assist in assembling and coordinating transit board documents, ensuring high-quality supportive documentation;
  • Perform additional duties as assigned within the job scope.

Physical Requirements:

Physical activities may include:

  • Sitting, standing, lifting, reaching, walking, talking, writing, carrying, grasping, holding, clarity of vision, speaking, listening, and repetitive wrist motions.
  • Ability to operate office equipment, including telephones, computers, printers, copiers, fax machines, and calculators.

Additional Qualifications:

  • Ability to work a part-time schedule, with potential for up to 5 additional hours weekly as needed;
  • Strong teamwork skills, with the ability to collaborate effectively to support business objectives;
  • Maintain confidentiality regarding employment records, salaries, and disciplinary actions;
  • Work independently with minimal supervision;
  • Establish and sustain effective working relationships with employees at all levels;
  • Detail-oriented with robust organizational and analytical skills;
  • Excellent oral and written communication abilities;
  • Uphold a high level of confidentiality;
  • Possess strong organizational skills;
  • Demonstrate positive customer relations skills;
  • Deliver quality work with minimal errors.

Preferred Qualifications:

  • Bachelor's or Associate's degree is preferred;
  • Experience in HR, accounting, or financial environments is advantageous;
  • Proficiency in MS Word, Excel, PowerPoint, Access, and HR Information Systems;
  • Familiarity with relevant federal and state regulations, compliance requirements, and labor laws is beneficial;
  • Possess a valid driver's license;
  • Prior experience in HR, Accounting, or related fields is preferred.

Davidson Transit Organization is an Equal Opportunity Employer.