Human Resources Coordinator - Recruitment and Benefits

Clean Energy Fuels   Newport Beach, CA   Full-time     Human Resources
Posted on November 19, 2021

Summary:
The Human Resources Coordinator for Recruitment and Benefits is a hybrid role that supports two important functions in the HR department. This individual will provide support to the Recruiter by handling all the pre-work of posting and sourcing resumes. This individual will support the Benefits department by processing invoices and assisting with employee benefit related inquiries as well as processing Life Events.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Manage job postings for all regular full-time/part-time, exempt, non-exempt, and temporary vacant positions in HRIS recruiting portal and any applicable job boards.

Maintain records of personnel transactions such as hires, promotions, transfers, performance reviews, and terminations, and employee statistics for government reporting.

Prepare, and analyze HR reports related to Recruiting and Benefits. Prepare monthly HR reports to track and report new hires, separations, and employee population data. Audit for accuracy and communicate to management as needed.

Source and recruit candidates by using databases, job boards, and social media.

Initiate Operations Department assessment and distribute results to management as needed.

Process Recruitment related invoices. Investigate discrepancies and provide resolution in non-routine situations.

Prepare all new hire offer letters in a timely manner ensuring accuracy and securing approval from hiring manager.

Maintains knowledge of legal requirements affecting the recruitment function and ensures policies, procedures, and reporting are in compliance.

Maintain job description library and update job descriptions when required. Work with hiring manager and recruiter to write job descriptions for new positions.

Work with temporary agencies to hire temporary employees. Schedule interviews, conduct interviews, on-board, and maintain/track temporary employee status.

Assist with various employee benefit plans including life, health, dental, and vision insurance as well as the company’s 401-k plan, vacation, sick leave, and leave of absence.

Assist benefit open enrollment and audit enrollment activity. Maintain employee benefit files and records. Process and track benefit invoices.

Respond to Qualifying Life Event change issues and answer employee questions on benefit change eligibility. Follow up to ensure receipt of necessary benefit documentation such as Birth and Marriage Certificates.

Assist with the approval of employee changes such as benefit enrollment changes and address changes. Initiate Benefit and Payroll changes required by inter-state employee move.

Audit new hires to ensure enrollment in company benefits. Follow up with employees who have not enrolled and request proof of alternate insurance if enrolled in another plan.

Analyze and reconcile monthly benefit invoices for Benefit vendors to ensure accuracy of invoices. Investigate discrepancies and provide resolution in non-routine situations.

Prepare documentation of bi-weekly human resources/employee payroll activity and audit to ensure compliance with policy/approvals and accuracy of data.

Manage all unemployment claims and reporting.

Ensure employee files are maintained and up-to-date.

Maintain confidentiality of data and sensitive information.

Other duties as assigned.

Supervisory Responsibilities
This position has no supervisory responsibilities.

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience
Bachelor’s Degree or equivalent with a minimum of 2 years of related experience; or equivalent combination of education and experience.

Language Skills
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills
Knowledge of Microsoft Office applications, specifically Word, Excel, and PowerPoint; Knowledge of Human Resource systems including, but not limited to payroll systems such as ADP; and advanced internet skills.

Certificates, Licenses, Registrations
None required.

Competencies
To perform the job successfully, an individual should demonstrate the following behaviors:

Quality:  Consistently produces high quality work (accurate, neat, and thorough). Strives to improve productivity, processes and quality. Demonstrates strong knowledge and skills related to the job. Presents a professional image with dress, demeanor, and manners. Maintains clean work space, company equipment and company vehicles. Safety is a high priority; performs job safely.

Communication: Communicates clearly, concisely, effectively, professionally and timely. 
Exhibits good listening and comprehension skills. Keeps others appropriately informed and shares ideas even when unpopular.  Listens to what others have to say.  Maintains open and active communication with colleagues. Effectively uses knowledge and experience in asking, probing, and anticipating issues to ensure quality is provided.

Teamwork:  Fosters the spirit of working with each other.  Displays respect, courtesy, politeness, tact, and openness. Handles conflict in an appropriate and professional manner. Builds relationships, promotes cohesiveness, models collaboration with others.  Considers impact and issues for our customer and other departments.  Engages other impacted departments early for solutions.

Persistence:  Develops workable alternatives and solutions. Exhibits persistence in following assignments through to completion. Promotes process improvements.

Reliable:  Responds in a timely manner.  Is honest, ethical, value-driven and trustworthy. Keeps commitments made, completes assignments and meets deadlines. Accountable--Takes responsibility for own actions and performance. Meets attendance and punctuality guidelines. Available and accessible.

Entrepreneurial:  Takes initiative and appropriate action.  Is engaged and committed to achieving the company’s mission. Pursues better ways to get things done and takes appropriate risks. Keeps up to date with competitor information and market trends. Controls costs and thinks in terms of profit, loss and added value. Is committed to the satisfaction of customers.

Leadership:  Provides clear direction around a vision.  Creates actionable plans and is proactive & anticipatory.  Demonstrates innovative approaches and solutions.  Is an example for employees and others.  Accepts responsibility for individual and team performance.  Makes appropriate and timely decisions and takes action on decisions.   Sets clear and reasonable performance expectations. Motivates and empowers others.  Delegates tasks appropriately.  Recruits staff of a high caliber.  Provides feedback to subordinates that is timely and direct.  Recognizes subordinates for their contributions and effort. Encourages continuous growth and learning in others.  Shows respect for others and their ideas.  Helps others manage through change.

Passion:  Is excited and creates enthusiasm about the company’s future.  Promotes a sense of company pride.  Displays sense of pride in the department and its contributions.  Displays passion for the job.

Physical Demands
Physical demands are customary for this type of position. Always practice good judgment and refer to the safety guidelines. The employee is frequently required to walk and sit. The employee is occasionally required to stand. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. The employee must occasionally lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Always practice good judgment and refer to the safety guidelines.

The noise level in the work environment is usually moderate.