HR Coordinator Job at First Fidelity Bank in Oklahoma City

Job Details

Job Location
Corporate Office - Oklahoma City, OK

Position Type
Full Time

Education Level
4 Year Degree

Travel Percentage
None

Job Shift
Day

Job Category
Human Resources

Description

SUMMARY

The Human Resources Coordinator assists with the day-to-day operations of the HR department in all functional areas including: recruitment, onboarding, payroll/compensation, benefits administration, leave management, performance management, separation/offboarding, metrics tracking, HRIS systems, and special projects as assigned. This role is an onsite position with a work schedule of Monday-Friday 8:00am-5:00pm.

Payroll

• Serves as back-up for processing multi-state payroll on a bi-weekly basis. As needed, must be able to accurately and timely perform beginning-to-end payroll functions with minimal guidance.
• Responds professionally and timely to inquiries regarding payroll related issues with high level of discretion.
• Assists with timesheet adjustments and proactively reaches out to timekeeping managers to approve timecards within deadlines. Maintains accurate tracking of paid time off accruals and unpaid leaves of absence.
• Creates Payroll Action Forms and enters new colleagues and status changes into the payroll system with a high degree of accuracy and in a timely manner.
• Must be able to assist the Human Resources Generalists with reconciling payroll deductions (benefits, wage garnishments, etc.). Investigates and resolves questions and discrepancies relating to payroll. Works to find solutions and resolutions to unusual or problem transactions.
• Strictly adheres to payroll internal controls and assists with internal audits of the payroll function by running reports and providing records to auditors upon request.

HRIS System Administration

• Must be able to master the Bank's HRIS system, including maintenance and generation of custom reports, and be recognized as a "go to" person for questions and assistance. Runs various weekly, monthly, quarterly, and annual reports out of Paycom for various needs at the request of the HR Director, HR Generalists, or member of the Personnel Committee.
• Ensures status changes and other information is accurately input into the system, including new hires and terminations, promotions and transfers, benefits elections, pay changes, tax withholding changes, name/address changes, etc. Periodically audits position seats and organizational information.
• Assists with systems upgrades and implementation of new systems or modules. May serve as the primary liaison for scheduling calls, meetings, and progress reports with the HRIS vendor.

Recruiting

• Serves as a primary recruiter for nonexempt support positions and the backup recruiter for exempt and officer positions as needed.
• Coaches hiring managers on how to initiate a requisition for an approved position. Works with the hiring manager to define the needs of the position and an ideal candidate profile.
• Reviews applications for suitability and forwards acceptable applications to hiring managers with comments. On an as-needed bases, schedules screening interviews.
• Tactfully and professionally communicate hiring decisions with candidates, including job offers and rejections.
• Recommends salary slotting of a candidate in consideration of the Bank's approved matrix and the candidate's experience and credentials.
• Assists the Human Resources Generalists with the creation and maintenance of job descriptions and conducts audits for accuracy and completeness.
• Assists the HR Generalists with checking candidate references and conducting background checks on all positions.

Onboarding

• Schedules new hire start dates, and on an as-needed basis, conducts new hire orientations.
• Conducts the processing of I-9 verifications and assists with the E-verify process. Conducts periodic I-9 audits.
• Sends new hires benefits enrollment materials and additional helpful information during the colleague's first 120 days of employment. Tracks benefits enrollment progress and sends reminders prior to the deadline.
• Facilitates a HR check-in with new colleagues to ensure they are having a positive experience. Notifies supervisors when a colleague's Orientation Period evaluations are due.

Benefits

• Provides general support for new hire benefits enrollment and annual Open Enrollment.
• Handles online notification to COBRA administrator for terminations.
• Promotes and coordinates colleague discount programs and organizes onsite flu vaccine program.
• Provides exit letters to separating colleagues with information about termination or rolling over benefits.

Employee Relations Support

• Promptly and accurately answers questions on personnel issues or directs them to the appropriate person.
• Compiles HR-related announcements and promotions for the "TGIF" weekly colleague newsletter.
• Assists with administering "best places to work" surveys and drafting basic colleague communications.
• Assists with new hire meet and greet, salute to service, retirement parties and other colleague celebrations.
• Schedules, conducts and documents exit interviews with departing employees and pulls common themes to share with the HR Generalists and Director.

Compliance Support

• Assists in the preparation of required governmental reports and filings, such as EEO-1 filing, VETS 4212 or items needed for the Bank's Affirmative Action Plan.
• Maintains current labor posters at all FFB locations and assists with posting OSHA 300As.
• Upon request, assists the Human Resources Generalists with FMLA paperwork, including notices, correspondence, and tracking.

General HR Support

• Proactively keeps the HR team informed of any issues, questions, or concerns.
• As needed and upon request, supports the Human Resources Generalists in completing any of their tasks. Proactively solicits ways to help.
• Completes verification of employment requests and verifications for loans.
• Scans and saves various documents in the appropriate file in accordance with the Bank's record retention policy. Performs periodic audits of HR files to ensure all required documents are collected and filed correctly.
• When an Employee Handbook Policy is revised or a new policy approved by Personnel Committee and Change Management, updates the Handbook document, fixing any formatting or Table of Contents issues.
• Assists the HR team with creating or updating internal procedure documents.
• Receive job-related accident reports and submit them to the workers' compensation administrator and answer workers compensation questions.

Qualifications

EDUCATION & EXPERIENCE REQUIREMENTS:

• Bachelor's degree a minimum of 3+ years of human resources or payroll support experience.
• Advanced skills using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams). Experience with Paycom a plus.

OTHER REQUIREMENTS (SKILLS, ABILITIES, CHARACTERISTICS):

• Extremely courteous and service minded. Must be able to maintain strong rapport and working relationships with employees and supervisors at all levels or the organization.
• Excellent communication skills, both verbal and written. Must be able to respond to inquiries on the telephone and in email communications with a high-level of tact and professionalism.
• Advanced computer skills, particularly in Microsoft Office Tools (PowerPoint, Excel, Word, Teams) with the ability to learn the Bank's software, including Oracle Taleo and Paycom. Through knowledge of all aspects of the Internet.
• High level of time-management and organizational skills, with the ability to accomplish multiple tasks in an efficient and timely manner. Must be deadline driven and handle multiple projects at once.
• Adaptable with a high level of flexibility; enjoys and works effectively in a fast-paced environment.
• Professional in nature, with a diplomatic approach. Ability to work effectively with people regardless of their job type, age, gender, race, ethnicity, etc.
• High level of discernment. Must be trustworthy and be able to handle information in strict confidentiality.

ADDITIONAL INFORMATION

SUPERVISORY RESPONSIBILITY: None

WORKING CONDITIONS: Normal office environment.

AUTHORIZED TO WORK FROM HOME: No