Coordinator, HR

About the position The HR Coordinator supports the HR Records function by performing day‑to‑day operational tasks both onsite and within various HR systems, including but not limited to Iron Mountain OnBase, PeopleSoft, and the Applicant Tracking System (ATS). This role is responsible for filing all relevant documents into electronic personnel files, ensuring file integrity/confidentiality, and accurately categorizing records in accordance with established guidelines. The HR Coordinator works collaboratively with HR, IT, Legal, and business partners across the organization and supports evolving processes as systems are upgraded or business needs change.

Responsibilities

• Support the maintenance of Personnel, Confidential, and Medical files for all Corporate and Field Administration Associates within the OnBase system, ensuring records are complete, accurate, and properly categorized.
• Participate in the annual performance appraisal collection and filing process, assisting with document intake, validation, and file integrity.
• Assist with user access management in OnBase, including adding, removing, and updating user permissions in accordance with established protocols.
• Process internal and external file requests, including employment verification requests and unemployment claims, and coordinate required documentation with external vendors.
• Partner with peers to maintain onsite paper files, including auditing, organizing, and reorganizing records to ensure compliance and accessibility.
• Pick up, sort, and distribute incoming mail for the HR Records department, including reviewing requests from state agencies and either responding directly or routing items to the appropriate vendor or internal partner.
• Assist with routine reporting tasks, such as wage earnings reports, Equifax contact lists, and other recurring data requests.
• Support peers in gathering and generating records in response to subpoenas and other legal requests, ensuring adherence to confidentiality and compliance requirements.
• Support the HRIS Team with generating and mailing I-9 Reverification Letters and processing high-volume reports.
• Collaborate with HR Records team members and cross functional partners to support daily operations, audits, and process improvements, including data entry for high-volume requests.
• Follow established procedures and escalation protocols while learning and applying HR Records management standards and best practices.
• Adapt to evolving processes, system enhancements, and changing business needs.
• Other projects and responsibilities may be assigned to accommodate business needs.

Requirements

• 0-2 experience of related work
• Bachelor’s Degree Required
• Ability to set priorities with strong organizational & follow-up skills; Well-organized & detail-oriented
• Strong verbal & written communication skills
• Ability to handle confidential and sensitive information with discretion
• Must be able to maintain a high level of confidentiality and have excellent interpersonal skills
• Ability to work with minimum supervision

Nice-to-haves

• basic knowledge of PeopleSoft
• basic knowledge of Microsoft Office skills (Excel, Word, OneNote, etc.)

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