Job Summary

The primary function of this job is to assist Kaitlyn Robertson with the executive operations of the company and to increase the productivity and efficiency of the President and CEO by assisting in any way possible. 

The HR and Recruiting Coordinator carries out responsibilities in the following functional areas in Coordination with the Manager of Staff Operations: benefits administration, employee relations, performance management, onboarding, recruiting/hiring, policy implementation, compensation, payroll processing and employment law compliance.

Performs administrative tasks for Chris, Caroline, and Kaitlyn. Duties include but are not limited to: handling correspondence/communication, data entry, coordinating schedules and providing back-up support for other departments in the company.

Organizational Relationships

• Reports To: Kaitlyn Roberson, Caroline Ruhl, CEO and Chris Beason, President

• Other:  Works closely with agents, employees, management staff and the general public.

Essential Functions

Recruiting

• Keeps recruiting top of mind for both employees and independent contractors (agents)

• Completes calls for screening applicants, sets appointments with managers, types and sends recruiting letters to candidates etc. Tracks updates and notes in Thirdpool recruiting software when applicable.

• Posts open positions on public sites such as Indeed, Chamber of Commerce sites, LinkedIn etc. 

• Screens all applicants and sends communications of open positions to the company as needed. 

• Verifies I-9 documentation and maintains I-9 records.

• Implement new methods for sourcing candidates

Performance Management and Benefits

• Provides counsel on a variety of employment related concerns, such as: discipline, performance improvement, separations/terminations, and general employee management. 

• Supports management and employees in the interpretation of HR policies and procedures. 

• Manages the process for unemployment/workers’ compensation claims, as well as any other potential litigation.

• Conducts employee exit interviews and relays feedback to the appropriate parties.

• Manages the performance appraisal process. Ensures management receives all required documentation and is adhering to timelines. Provides thoughtful feedback on employee performance, when appropriate.  Makes recommendations for compensation changes, based on performance and market conditions. 

• Acts as administrator for HRIS system. Responsible for ensuring updates to employee compensation, deductions, time cards, and any other payroll-related items.  

• Processes payroll bi-weekly

• Tracks PTO and vacation requests

Confidentiality 

• Confidentiality is of the utmost importance

• Confidential information including but not limited to: financials, compensation agreements, data etc. Confidentiality Agreement is required to be completed by the employee upon acceptance of offer. 

Assisting Company Leadership

• Draft emails, letters, and other correspondence

• Prepare meeting materials and handouts as directed  

• Keeps organization of all files and records both electronically using Google Drive, Dotloop, and in company paper files.

Performs other duties as assigned

Direct Reports- This position has no direct reports, but does serve as a coach and advisor for other positions in the organization.  

Minimum Requirements

• Bachelor’s degree

• 2+ years of HR and or recruiting-related experience

• Knowledge of leave management laws and practices and current state and federal regulations and labor laws.

• Excellent written and verbal communication skills, and strong attention to detail.

• Excellent organizational and computer skills

• Ability to work effectively with various personalities. 

• Ability to maintain confidentiality and professionalism is imperative.

Knowledge, Skills, and Abilities

• Ability to perform clerical and administrative duties, such as effective written and verbal communication and managing records and files. 

• The ability to maintain confidentiality is imperative

• Identify and resolve problems in a timely manner, multi-task, be patient and flexible, adjust to changing priorities, gather and analyze information, prioritize and use time effectively. 

• Must be able to maintain effective working relationships with co-workers and manage stressful situations.  

• Knowledge of: employment laws, HRIS systems, procedures for personnel recruitment, and compensation & benefits a plus.

Working Conditions

• Climate Controlled Office

• Moderate noise level.

• Occasional travel to regional sales offices is required.

Physical Demands

• Sit, stand, and walk/move about the office regularly.

• Occasionally climb stairs, balance, stoop, kneel, crouch, or crawl.

• Talk and hear both in-person and on the telephone.

• Use hands and fingers to manipulate or maneuver objects, tools, etc.

• Read reports and use a computer on a regular basis.

• Occasionally lift/move up to 25 pounds.