Human Resources System Coordinator

Job description

POSITION SUMMARY - In-Office Position - Full-Time (No Remote Work) The Human Resources System Coordinator performs professional human resources administration functions with primary responsibility for the administration, maintenance, and optimization of the Township's Human Resource Information System (HRIS). This position supports human resources operations through HRIS administration, recruitment coordination, onboarding, records management, data analysis, policy administration, compliance monitoring, employee systems training, and customer service. This position provides highly responsible administrative, technical, and analytical support to the Human Resources Manager and serves as a key resource for maintaining the integrity, security, and effectiveness of the Township's HR systems and records while ensuring accurate reporting and compliance with applicable laws, regulations, and record retention requirements. The Human Resources System Coordinator works under the general supervision of the Human Resource Manager and also coordinates with the Assistant Township Manager. Work is performed during regularly scheduled hours, with additional hours as operational needs require. This position is exempt under the Federal Fair Labor Standards Act (FLSA). ESSENTIAL DUTIES AND RESPONSIBILITIES Human Resources Information Systems (HRIS) Administration Administer, maintain, and support the Township’s Human Resource Information System (HRIS), ensuring data integrity, system functionality, security and accuracy. Coordinate and implement HRIS system updates, enhancements, testing, and new functionality. Assist in the development, configuration, and continuous improvement of HRIS modules and workflows to support Township needs. Serve as the primary HRIS resource for troubleshooting system issues and coordinating with software vendors as directed. Compile, analyze, and interpret complex HR data and metrics; prepare reports and recommendations for management. Establish and maintain confidential personnel files, contracts, and HR records in compliance with retention requirements. Coordinate with Payroll and Finance on employee status changes, new hires, benefits enrollment, and payroll-related filings. Partner with IT to support HR systems, coordinate system functionality, manage security and user access, and ensure the effective operation and maintenance of HR technology. Recruitment, Selection & Onboarding Coordinate recruitment activities for Township positions, including posting vacancies, tracking applications, maintaining recruitment records, and monitoring recruitment timelines. Track recruitment metrics, including requisition status, applicant flow, and time-to-fill reporting. Support hiring managers throughout the recruitment process, including the coordination of interview scheduling and recruitment logistics. Coordinate onboarding activities, new employee orientation, and system access to ensure a positive onboarding experience. Maintain compliance with Pennsylvania New Hire reporting requirements. Maintain complete Civil Service recruitment, testing, eligibility, and examination records in accordance with applicable laws and regulations. Policy, Compliance & Employee Relations Maintain current knowledge of applicable federal, state, and local employment laws and regulations affecting human resources administration. Monitor regulatory changes and assist in implementing administrative processes necessary to maintain compliance. Assist with the administration, communication, and maintenance of human resources policies, procedures, and employee handbook materials. Support audits, compliance reviews, and reporting requirements as assigned. Labor Relations Support Conduct research, collect data, prepare reports, and perform analytical support for collective bargaining activities. Compile comparative wage, benefit, and workforce data for labor negotiations. Maintain bargaining-related documentation and records as assigned. Training & Employee Support Provide HRIS and human resources systems training to employees, supervisors, and managers. Develop user guides, instructional materials, and documentation for HR systems and related processes. Assist employees with HRIS questions, self-service functionality, and general human resources administrative inquiries. Promote excellent customer service by providing timely, professional, and accurate assistance to employees, departments, applicants, retirees, and the public. Other Duties Assist with Police retiree Medicare eligibility tracking, pension-related documentation, DROP elections, and retirement processing. Maintain strict confidentiality of personnel records, labor-related information, and other sensitive Township data. Perform other related duties as assigned or required. QUALIFICATION REQUIREMENTS Knowledge, Skills, and Abilities Thorough knowledge of Human Resource Information Systems (HRIS), HR data management, and HR administrative practices. Working knowledge of federal, state, and local employment laws and regulations. Strong analytical skills with the ability to collect, interpret, analyze, and present HR data. Ability to administer complex HR systems while maintaining data accuracy and confidentiality. Excellent customer service and interpersonal skills with the ability to effectively assist employees at all organizational levels. Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive information. Strong organizational, project management, and time management skills with exceptional attention to detail. Excellent written and verbal communication skills. Proficiency in Microsoft Office applications and HRIS reporting tools. Ability to work independently while collaborating effectively with Township leadership, departments, employees, and external agencies. Ability to learn new software applications and implement system enhancements. Must be able to work on-site during scheduled hours, as this position requires in-person collaboration and access to secure personnel records and office resources. Education and Experience Bachelor’s degree from an accredited college or university in Human Resources, Information Systems, Business Administration, Public Administration, or a closely related field and five (5) years of progressively responsible experience in HR administration, HRIS administration, or human resources operations; or an associate’s degree in a related field and seven (7) years of progressively responsible experience; or an equivalent combination of education and experience. Experience administering HRIS platforms, HR databases, or enterprise systems is strongly preferred. Public-sector or municipal HR experience preferred. PHR or SHRM-CP certification preferred. Valid Driver’s License required. EQUIPMENT USED Telephone system, personal computer with Microsoft Office applications, calculator, copier, scanner, fax machine, projector, camera, microphones, electronic recording devices, and other standard office equipment. Occasional operation of a motor vehicle. PHYSICAL DEMANDS The physical demands described are representative of those required to perform the essential functions of this position. Reasonable accommodations may be made. Frequently required to sit, talk, and hear. Frequently required to walk; use hands to handle or feel objects; and reach with hands and arms. Occasionally required to lift and/or move up to 10 pounds. Vision requirements include close vision and the ability to adjust focus. WORK ENVIRONMENT The work environment is generally a professional office setting. Noise levels are typically quiet to moderately noisy. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. SELECTION GUIDELINES Formal application, evaluation of education and experience, oral interview, reference checks, and job-related testing may be required. The duties listed are intended to describe the general nature and level of work performed. This job description does not constitute an employment agreement and is subject to change as organizational needs evolve. **This position is a full-time, on-site position. Remote work NOT available. **This position does not offer relocation assistance. USC Job Grade 5