YWCA Seattle | King | Snohomish is an Equal Opportunity Employer.  To read more about this, view the EEO is the Law poster and this EEO is the Law Poster Supplement
Human Resources Database Coordinator
Job Code: 19-09003
Reports to: Human Resources Manager
Position Status: Regular Full Time
Home Site: Seneca
Location: 1118 5th Ave Seattle, WA 98101
Summary:
The YWCA Human Resources Department supports the entire agency. Our mission is to support and strengthen the YWCA and its staff through innovative, compassionate, and equitable HR practices, programs, training, coaching, and policy.

Our vision is YWCA Seattle|King|Snohomish is a racially & socially just workplace where staff are equitably supported, appreciated, compensated, and developed to do their best work for YWCA’s mission, clients, and community.

This position has a social justice component that requires critical thinking through the lens of racism and intersections with poverty. Knowing the core principals of antiracism and grounding those principles in everyday work are required job skills and core values. As an equal opportunity employer, we highly encourage people of color to apply.

Under the direction of the Human Resources Manager, this position will be responsible for the Human Resources database, data integrity, internal audits, personnel files, reporting, AAP tracking, benefits enrollment & processing and data analysis. Additionally, this position will serve as the first point of contact for the office both telephonically and in person so will also be responsible for greeting visitors, answering phones, and for the general upkeep of the office.

Responsibilities:
  • Actively engages in agency-wide Race and Social Justice Initiatives (RSJI), and strives for racially and equitable outcomes; takes responsibility for creating and maintaining a safe and welcoming community, by making room for people of color, trans and gender-non-conforming folks, and other populations who routinely encounter systemic oppressions
  • Adhere to all Volunteer Services protocol relative to volunteer usage, recognition and monitoring
  • Create and maintain employee personnel files and records to ensure accurate, current and orderly filing of employee information; prompt and accurate entry into HRIS system, and conduct periodic audits of personnel files with HRIS system to maintain data quality and integrity
  • Processes all benefits information including the YWCA Retirement Fund and COBRA
  • Prepare and process employee verification of employment documents
  • Participate in the research, development, implementation, monitoring and day-to-day administration of human resources programs, projects, policies and procedures within the context of Human Resources programs, activities and policies, federal, state and local laws and regulations.This may include conducting research and making recommendations to supervisor
  • Ensure compliance and administration with annual audits of personnel files and human resources processes like FMLA, ADA, AAP, Worker’s Comp, Unemployment and other voluntary benefits
  • Audit HR processes to ensure HR processes are examined for trends and savings for employee usage
  • Must prepare records for regular auditing, as well as maintain close communication with all appropriate practitioners to ensure that records are up-to-date and consistent
  • Develops and recommends policies and procedures to implement the equal employment opportunity/affirmative action program; assists departments in developing, implementing, and evaluating the equal employment opportunity/affirmative action program and their departmental equal employment opportunity programs and affirmative action plans; develops goals and timetables; designs and implements reporting systems to measure the effectiveness of YWCA’s progress; determines the degree to which the YWCA’s goals and other equal opportunity objectives have been attained; prepares periodic reports on the program
  • Prepare a variety of reports using spreadsheet and graphic software; compile employee statistics in response to requests and inquiries.Responsible for ensuring annual reporting requirements are completed for government/business agencies, for example: EEO1 reporting, OSHA reporting, CMS reporting and 403b reporting
  • Responsible for timely reports for management reporting, for example: monthly, quarterly, and annual reporting on HR metrics and annual HR Scorecard
  • Responsible for supporting the agency New Hire Orientation including paperwork completion and I-9 document verification. Will deliver the NHO in absence of Engagement Generalist
  • Serve as back-up to HR Generalists duties when they are absent
  • Ensure accurate and complete personnel transactions and other personnel actions from on-boarding to termination
  • Along with the rest of the Human Resources department, coordinate open enrollment and process all benefits information as needed
  • Work as a member of the HR team to provide customer service; and continuously improve service to ensure attainment of HR goals and mission. Maintain working relationships with departments to enhance customer service and quality improvement
  • Assist Human Resources Manager in administering, monitoring and improving HR programs and activities as well as, developing and implementing Human Resources policies and procedures
  • Understand and adhere to all applicable federal, state and local laws, regulations, and YWCA Seattle|King|Snohomish policies and compliance standards as they appear in YWCA Seattle|King|Snohomish’s employee handbook. Keep abreast of all applicable federal, state, local and YWCA Seattle|King|Snohomish regulations, laws, and policies as they presently exist and as they change or are modified
  • Attend required safety training and meetings; follow all safety and health guidelines, standards, practices, policies and procedures; and actively participate and lead in the agency’s Emergency Preparedness program and activities
  • This position description generally describes the principle functions of the position, the level of knowledge and skills typically required and the general scope of responsibility. It is not intended as a complete list of specific duties and responsibilities and should not be considered an all-inclusive listing of work requirements. Individuals will perform other duties as assigned
Qualifications & Core Competencies:
  • Experience in a Human Resources related field preferred
  • Minimum two years administrative or office management experience
  • Demonstrated commitment to anti-racist principles
  • Demonstrated understanding of the intersection of racism and poverty
  • Thrives in a fast-paced, customer focused environment
  • Ability to juggle multiple priorities and meet deadlines
  • Ability to work independently, be proactive, solve problems and take initiative as well as work in and add value to a team environment, pitching in as needed to “get the job done”
  • Effective written and verbal skills
  • Ability to maintain confidentiality
  • Customer service orientation, including ability to communicate effectively and work with individuals at all levels of the organization
  • Experience working with communities of color and people from different cultures than your own
  • High level of computer skills critical including use of database, word processing, spreadsheet software (Microsoft Office Suite including Word and Excel). Sage HRMS, SAP Crystal Reports, and Microsoft SharePoint experience a plus
  • Attention to detail and strong organizational and record keeping skills
  • Bilingual a plus
  • Core competencies expected: attention to detail, customer service, communication: open, fostering diversity, social justice advocacy, initiative, and collaboration
Physical Demands:
The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Performing this position requires:

  • All positions at YWCA of Seattle | King | Snohomish are exposed to clients who have experienced or are experiencing trauma in various forms including but not limited to: domestic violence, sexual violence, homelessness, unemployment, financial hardship, etc.As a result, staff are at risk of secondary trauma. Employees are encouraged to seek external support and maintain self-care when working indirectly or directly with clients
  • Constant use of speech, hearing, and sight abilities in performing job duties
  • Constant repetitive use of hands and wrists and frequent fingering, handling, grasping, and reaching in using computers, telephones, copiers and other office equipment and supplies
  • Constant sitting often for extended periods while performing desktop activities
  • Occasional standing in performing duties
  • Occasional lifting and carrying of up to 25 lbs. of paperwork and files
  • Frequently bends and stoops while obtaining files in lower drawers

*Continuously = Over 80% of the time * Frequently = 20-80% * Occasionally = Under 20%

Hours, Rate & Benefits:
• Hourly rate: $18.24-DOE
• Full-time, 40 hours per week
• Pay grade: 17
• FLSA Status: Non-Exempt
• Excellent benefits package including medical insurance, retirement plan, plus generous vacation, holiday and sick leave plans
• At the time of hire, employees may choose to voluntarily enroll in the Fidelity 403b Plan. Typically after two years of employment, employees are eligible to participate in the YWCA Retirement Fund#YWCAWORKS