Human Resources Coordinator

2626 Pennsylvania Avenue NW, Washington, DC 20037, USA Req #23554
Wednesday, November 23, 2022

The Salvation Army, Potomac Division an internationally recognized non-profit, faith-based organization, with locations in Maryland, Virginia, West Virginia and Washington, DC has a job opening for a HR Coordinator at the Divisional Headquarters located in Washington, DC.
 

Position Summary

This position description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.
 

Under the general supervision of the Divisional Secretary for Personnel, the HR Coordinator manages and oversees the day-to-day functions of the section which includes the Human Resources and Candidates departments. The incumbent will be the administrative Gate Keeper for the departments. He/she will perform a wide variety of administrative and clerical responsibilities to ensure effective and timely dissemination and maintenance of all PMC forms, letters, polices, procedures, and communiques; create and store digital forms and files using Share Point as the repository; prepare confidential, advanced technical reports and spreadsheets from start to finish from Ceridian to assist the DSP in understanding HR data analytics; liaise with the Communications Department to establish and maintain “Meet Us at the Mission” on the divisional webpage; coordinate and participate in HR sponsored events/activities (employee meetings, retreats, conferences, webinars) and travel arrangements. Additionally, the incumbent will act in the capacity of the Alternative Work Schedule Coordinator. Finally, he/she ensures the office runs smoothly in the absence of the DSP.

ESSENTIAL FUNCTIONS: This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this position. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Human Resources Support (50%)

In collaboration with the Divisional HR Director and the DS Personnel act as the central point of contact for creating and revising standard PMC forms using Adobe uploading them and other documents (DHQ Contact Phone List and Organizational Chart, PMC Corps Listing, Quarterly Newsletter and Webinars) to Share Point to ensure that forms and files are always up to date with the latest information. Review all forms to ensure the appropriate application of Adobe Acrobat and make revisions as necessary. Disseminate HR information and request to field units and follow up as necessary to ensure submission of the information in a timely manner. Periodically or as requested access Ceridian to pull reports, analyze the information and provide the DSP meaningful interpretation of the information. Research, compile, interprets, summarizes HR information for various reports, spreadsheets, surveys, and special projects; research files, records, etc. to resolve problems and/or correct documented information. Develops and maintains records, reports, databases, correspondence, forms, and documents. Organizes and purges files to obtain the most up to date information; maintains the confidential nature of this position.Assist the department with documenting and maintaining the divisional HR goals which may include coordinating meetings, researching ideas, participating in meetings, providing administrative and/or clerical support. Collaborate with the divisional Communication department to establish and maintain “Meet Us at the Mission” webpage. Work with Section and Department Heads to obtain content for the webpage. Manage the Alternative Work Schedule program to ensure it is appropriately administered, that employees are officially notified of their status, records are maintained and any removal from eligibility is documented and retained in the employee’s file. In collaboration with the DSP, create a monthly “Memo to Managers” email blast intended to inform managers of HR hot topics, new and/pending regulations, and helpful hints. Create a folder in Share Point that retains those memos; periodically, review and update the files.


Administrative Support (30%)

Manages and oversees the administrative functions of the office to ensure effective and timely workflow processes; evaluates office procedures and processes to ensure proper and efficient operations; makes changes to or suggest modifications as appropriate. Acts as information expert on all functions of the department; respond to requests or questions from other departments, the field, other divisions, and Territorial Headquarters, answers questions appropriately and field complaints in a timely and efficient manner. Assist the department with the preparation and documentation of annual projections, budgets, and goals, employee meetings, officer training seminars, assigned councils, conferences, and special events, farewell briefs, etc. as needed. Coordinates and processes a wide range of responsibilities associated with Divisional Finance Board meetings to include but is not limited to receiving and processing electronic requests in TSAMM for approval and submitting particular items to THQ for further approval. Review, compose, prepare and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature with limited supervision and direction, and often in the absence of the supervisor, such as correspondence, proposals, contracts, agreements, applications, audit responses, programs, newsletters, agendas, schedules, minutes, etc.; records minutes of meetings and distributes the same to all those concerned; ensure the accuracy, completeness, and timeliness of the same; creates and maintains macros and/or databases to increase office efficiency. Provide relief/backup to the Front Desk Associate during breaks, lunch, (rotation) vacations and sick leave.
 

Special Events (20%)

Assists the DS for Personnel in coordinating DHQ Officer/Employee Training, Command Annual Review (CAR) and HR sponsored and related events (monthly meetings, Holiday gatherings, employee appreciation) to include all functions of event planning. Coordinate and participate in the events and activities to ensure its smooth operation and intended outcomes; provide recommendations on activities; may purchase and/or prepare decorations; may provide assist with set-up and clean up; may secure refreshments. Make travel arrangements for HR conferences and seminars; research the most cost-effective options and present to the DSP; secure arrangements and provide participants with the information.


Other Responsibilities:

Provide administrative support for other departments as needed. May assist in setting up weekly, monthly board meetings. Will be responsible for front desk rotation coverage. Resolves/troubleshoots computer software problems. Schedules travel arrangements including flights, hotels, and local transportation; maintains travel schedules; may coordinate and process apartment reservations, maintenance, and hospitality gifts. Attends all special events/ Divisional Events planned by the DS Personnel as well as other Divisional Headquarters Departments as needed. Provide graphics and help run tech support for other DHQ Departments when needed. Performs other duties as assigned.
 

MATERIALS AND EQUIPMENT:

Laptop

Appropriate computer software to perform duties (Microsoft Office, Adobe Suite, ProPresenter, Final Cut Pro)

Photocopy Machine

Paper Shredder

Scanner


MINIMUM QUALIFICATIONS REQUIRED:
 

Education and Experience

Bachelor’s degree in HR Management, Business administration or Management, or related field,

And

Three years progressively responsible experience performing high level administrative work in an HR office preferred.

Or

any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.
 

Certifications/Licenses:

Valid state driver’s license
 

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of general office practices and procedures. Knowledge of effective and efficient recordkeeping practices and procedures. Knowledge of Microsoft Office Suite, Adobe Suite, ProPresenter, and Final Cut programs. Knowledge of Human Resources. Knowledge of accepted practices and techniques involved in budget and report preparation, recordkeeping, public relations, interpersonal relations, and business communications both oral and written. Knowledge of the English language including proper grammar and punctuations. Knowledge of accepted practices and techniques involved in public relations, interpersonal relations, and business communications both oral and written. Ability to learn the broad scope of department operations and services to serve as an information expert and to provide assistance in a timely and effective manner. Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized. Ability to gather, compile, and assemble information into a final product for letters, records, reports, etc. Ability to plan, organize, and prioritize work to accomplish work in compliance with quality standards and deadlines. Ability to determine the most effective and efficient method to accomplish work objectives and goals and to work under limited supervision. Ability to learn and manage the responsibilities and processes of the assigned office. Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely manner. Ability to build and maintain effective and professional relationships with employees at Territorial Headquarters and throughout the Southern Territory. Ability to maintain the confidential nature of the department.
 

MENTAL AND PHYSICAL ABILITIES:

Ability to meet attendance requirements. Ability to read, write, and communicate the English language. Ability to perform routine mathematical computations. Ability to transcribe dictation and type. Ability to keypunch information into a computer. Ability to sort and file documents alphabetically and numerically. Ability to operate various general office equipment including a telephone, dictation equipment, computer and specific software programs. Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to clients requiring assistance. Ability to work well under the pressure of deadlines. Ability to follow instructions and work independently with limited supervision. Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time. Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.
 

Working Conditions:

Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like. Work may require driving a vehicle where there may be discomforts associated with heavy traffic or changes in weather.
 

*Application Submittal Period:11/23/22 – 12/05/22*
 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.
 

Equal Opportunity Employer Minorities/Women/Veterans/Disabled

When an application is selected for review, typically, only applicants who indicate the relevant education and experience requirements, as indicated in the job description for the position, may be considered for job openings. Please FULLY complete the application, answer questions completely, honestly and to the best of your ability. Please also upload a copy of your resume (when available). Those applicants requiring accommodation to the application and/or interview process should contact a representative of the Human Resources Department at the applicable location.

We appreciate your interest in employment opportunities with The Salvation Army!

Other details

  • Job Family PMC-NON-EXEMPT
  • Pay Type Hourly
  • Min Hiring Rate $26.55
  • Max Hiring Rate $39.83
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  • 2626 Pennsylvania Avenue NW, Washington, DC 20037, USA