Job Description

Under the general and policy direction of the Director and/or designee, and under the daily supervision of the Senior Human Resources Business Partner (SHRBP), the HR Coordinator is responsible for performing a wide range of administrative and clerical duties involved in the efficient operations of the Human Resources Department. The HR Coordinator will work with other members of the HR team as needed and directed by providing administrative and clerical support and by providing customer service to visitors, employees, and candidates for employment. This position requires a high level of professionalism, confidentiality, and superior customer service skills. The HR Coordinator must be adaptable, motivated, customer-centered, and maintain a commitment to the mission of the HR Department by ensuring a strong attention to detail, a strong sense of urgency and be skilled at organizing both their work and time, all other duties as required and directed.

Supervision Scope: Performs varied functions requiring a thorough knowledge of departmental and municipal operations, regulations and applicable local bylaws and state and federal laws, requiring the ability to exercise judgment and initiative. Operates with a high level of independence over specified activity areas and refers only highly unusual or technical problems to the Director of Human Resources.

Supervision Received: Works under the policy direction of the Director and/or designee and works under the daily supervision of the Senior Human Resources Business Partner (SHRBP), requiring the ability to plan and complete assigned or scheduled tasks according to a prescribed time schedule. Position is given general objectives and may be monitored for progress, coordination, and completion.

Supervision Given: None.

Essential Functions

(The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

• Serves as the initial contact for the Human Resources Department by receiving visitors, employees, and candidates to the Department either in person or by phone and email.
• Maintains the HR Department’s personnel action form processing system by receiving requests for actions from departmental staff, verifying them for accuracy and completion, providing support during the submission and review process, and coordinating the completion of the action throughout the signatory and approval process, requiring a thorough knowledge of department and city policies and procedures, applicable contract provisions, and a strong sense of urgency, attention to detail and excellent time management skills in order to process actions without delay.
• Responsible for maintaining a comprehensive electronic location and log of the City’s Classification and Compensation plan, and position descriptions city-wide noting when last reviewed and approved and ensuring that all postings and position advertisements reflect the most up to date position description. Ensures appropriate parties are updated and receive notification of any changes.
• Maintains up to date, confidential human resource records by regularly archiving documents related to recruitment materials and records, position changes, personnel action forms, payroll forms, disciplinary actions, and other personnel records generated by or through the department.
• Responsible for posting position vacancies on a variety of platforms and in accordance with City practices, applicable policies and applicable union contracts and keeping a record of all places where positions have been advertised or posted. Assists in the hiring process by coordinating job postings to online job boards, the City's online applicant tracking system, and applicable specialty job boards, reviews applications, conducts reference checks, conducts background checks, etc.
• Assists departments, department hiring manager, and Business Partners throughout the entire hiring and interview process by developing materials for interviews, gathering, collecting, and archiving records during the process. Tracks the status of candidates with the department, HRBPs, and in the City’s applicant tracking system.
• Assist with candidate onboarding and offboarding procedures to process offers of employment to candidates who have been selected through the hiring process and being the candidate’s main point of contact for all stages during the onboarding process, including obtaining any needed materials from candidates, scheduling pre-employment physical exams and related screenings, working with other HR staff to coordinate the scheduling of new employee orientation, coordinating with department staff and assigned HRBPs on any activities required for the employee’s successful onboarding, orientation and first week onboarding, and obtaining signatures of any required orientation materials.
• Completes and verifies I-9 forms, CORI forms, reviews all submitted payroll forms for completion, runs background checks for City employees and volunteers, and issues City issued ID badges for non-public safety employees.
• Required to provide periodic updates and reports on all activities to the Senior HRBP, Director, and Deputy Director as needed and required.
• Maintains and updates the citywide Vacancy report on a prescribed schedule. Processes position change forms. Works with other HR staff members to ensure the application of changes to pay and other provisions following the collective bargaining process.
• Schedules appointments, and reserves rooms and facilities for upcoming events and meetings. Receives and reviews office mail. Uses computers to update spreadsheets, word processing, database management and other applications.
• Conducts research to find needed information, using such sources as the internet or by contacting departments and other communities for samples of position descriptions, policies, salary information, etc. Supports the Department HRBPs in conducting audits and related research on department support projects and other HR programs.
• Communicates regularly and maintains strong positive working relationships with the payroll and finance teams as well as department timekeepers and payroll staff.
• Participates in scheduled departmental meetings and contributes feedback and resources on group projects and discussions. Becomes familiar with the Department’s HRIS and other applications and software. Makes recommendations to the HRBPs on advertising goals and recruitment strategies.
• Provides other general support to the Director of Human Resources, Deputy Director, Senior HR Business Partner, HR Business Partners, and Senior HR Generalist as needed and required.
• Maintains all employee handbooks and general benefit overviews by employee group, ensuring that documents are updated when needed and shared when needed. Notifies the Deputy Director if a change in policy results in the need to update any of these related materials.
• Responds to subpoena requests when received from the Law Department.
• Performs related duties as required.

Minimum Entrance Qualifications:

(To perform 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 to perform the essential functions.)

Education, Training and Experience: Associate degree and one to three years of related experience and/or training or equivalent combination of education and experience required. Bachelor’s degree in Human Resources, Business or Public Administration preferred. Municipal experience a plus.

Knowledge, Ability and Skill:
Knowledge: Proven working knowledge of Microsoft products including but not limited to Word, Excel and PowerPoint.

Ability: Ability to maintain strict confidentiality. Ability to work with attention to detail. Ability to present information effectively, which may be controversial in nature and respond to questions from outside organizations, clients, citizens or employees of the City. Ability to perform basic math. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages. Ability to apply concepts of basic algebra. Ability to define problems, collect data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of technical instruction in mathematical form and deal with several abstract and concrete variables. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Ability to handle competing priorities and to work effectively in a challenging environment. Ability to handle competing priorities and to work effectively in a challenging environment.

Skill: Must be able to follow directions. Must be a responsible, self-starter with excellent attention detail and organization skills. Must possess a positive, professional attitude and presence.
A strong commitment to public service is preferred.

Physical requirements/work environment:

(The physical demands described here represent those requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Work Environment
Work is performed under typical office conditions, with little exposure to occupational risks; has interruptions during the day from inquiries by the general public, employees, retirees, department heads and representatives of other government and municipal agencies and consultants.
Operates computers, calculators, copier, telephone, fax and all other standard office equipment. Makes constant contacts with employees, the general public, other City departments and officials, outside agencies, businesses, vendors, and other governmental organizations; communication is by means of telephone, personal discussion, email and written correspondence. Contacts involve furnishing routine information as well as discussing complex issues. Contacts require considerable discretion, resourcefulness and persuasiveness to achieve desired objectives.
Has access to all department-level confidential information, which requires the application of appropriate judgment, discretion, and professional office protocols. May also have access to highly confidential information on a city-wide basis depending on the task assigned, such as personnel records, employee medical records, collective bargaining negotiations and pending lawsuits and investigations.
Errors could result in an adverse impact on employee morale, poor public relations for the town, and could have serious legal repercussions.

Physical Requirements
Tasks require the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5 - 10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally. Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Performance Standard:

Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Company Description

THE CITY:

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus. The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.

OUR GOVERNMENT:

Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Ruthanne Fuller was sworn in on January 1, 2018 after serving on the City Council. She ran on a platform of providing Newton’s children with a top-notch education in an inclusive environment where empty nesters, seniors, young families, and people of diverse incomes can live together in vibrant villages and neighborhoods. Mayor Fuller is committed to keeping Newton safe, improving the city’s infrastructure, addressing climate change, providing excellent and responsive city services, and fostering art, culture and community life. The first female Mayor of Newton, she is a tireless advocate for all the city’s residents and is committed to making sure the city is welcoming, inclusive and diverse. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset. To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits. We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities. We continuously work to review and expand upon our benefit offerings. We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees. And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov.

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

• Actively recruit, develop, and retain a diverse and talented workforce.
• Proactively address discrimination through education and in partnership with other departments and leaders.
• Serve as a role model to celebrate and nurture diversity.
• Foster inclusion by staying curious and clarifying assumptions.
• Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
• Build and strengthen accountability at all levels to support diversity efforts.

Benefits

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees