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HR Coordinator (Bellingham)
Whatcom Transportation Authority
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Job Summary:
The Human Resources Coordinator provides high-quality administrative, customer service, recruitment, and employee relations support. In an effort to support efficient HR operations, this position serves as a first point of contact for internal customers, supports HR division staff, coordinates the HR budget, and serves as the HR division records officer. This role contributes to a positive employee experience and supports the agency’s mission to deliver safe, reliable, friendly, and efficient service.
ESSENTIAL JOB FUNCTIONS:
1. Customer Service & Administrative Responsibilities: Provides professional customer service to agency employees, other divisions, vendors, and applicants via phone, email, and in-person contact. Performs administrative tasks including filing, data entry, meeting and event coordination, document preparation, and general office support. Develop HR office procedures, templates, task lists, and routines. Serves as backup and assists other administrative team members with various duties throughout the agency. Oversees driver record monitoring including employee status changes, position-related licensing, certificates including employee driver records and Department of Transportation (DOT) medical certifications; conducts audits of employee driver records in compliance with insurance provider best practice.
2. Recruitment, Onboarding, and Offboarding: In coordination with lead HR staff, supports and conducts end-to-end recruitment activities including information sessions, job postings, applicant tracking, interview scheduling, skills assessments, candidate communication, candidate pre-employment screenings and reference checks, offer letter preparation, new hire orientations, and coordinating and processing new hire paperwork. Serves as back-up to the agency’s recruiter as assigned. Reviews and maintains agency Form I-9 documentation, performing periodic audits. Supports employee separation processes through conducting or coordinating exit interviews and preparing separation documentation.
3. Employee & Labor Relations Support: Serves as the first point of contact for HR questions from employees and supervisors, directing inquiries appropriately. Supports employee relations routine tasks such as preparing documentation, collecting information, and maintaining records. Assists in the review and editing of performance management documentation, such as performance reviews and disciplinary documentation. Supports employee relations meetings, including personnel investigations, as notetaker as needed. May support supervisors and/or act as the HR representative in meetings with employees and union representation as assigned. Supports labor relations meetings, including labor management committees and bargaining, as a notetaker as needed.
4. HR Records Officer: Maintains accurate and confidential records including personnel files and recruitment records from preparation to archive. Supports HR division staff with records management in their respective program areas. Serves as the primary coordinator for HR-related public records requests. Reviews requested materials, identifying responsive records and coordinating with agency records officer to ensure appropriate application of exemptions and protecting confidential employee information. Work with agency records officer, HR leadership, and other divisions to ensure accurate and compliant responses. Maintains organized documentation of all requests, communications, and released records. Support enhancing public records procedures and compliance practices for the HR division.
5. Budget & Division Support: Directly supports the development and monitoring of the divisional budget. Prepares and obtains budget reports and reconciles discrepancies with other agency staff. Administers the procurement process for the division including processing requisitions and invoices and preparing purchase orders. Manages WTA procurement card. Assists HR division staff with reimbursement requests. Organizes and stocks supply/copy room. Serves as notetaker within the HR division; provide clerical support in transcribing, editing, and distributing meeting minutes for additional workgroups as assigned. Includes serving as notetaker and/or reviewer/editor for workplace investigations, personnel meetings, and labor relations and/or bargaining meetings, as assigned. Makes travel arrangements for Human Resources staff members.
6. Policy and Program Administration: Provides administrative support to HR programs including Employee Wellness, Drug and Alcohol Abuse Prevention Program (DAAPP), EEO Program Reporting, Employee and Labor Relations, and Leave Management. Assists with organization and delivery of internal agency training programs. Provides employee education, and committee level support.
ADDITIONAL JOB FUNCTIONS:
1. Serves on internal committees, as assigned.
2. Makes occasional deliveries/pick-ups using a vehicle.
3. Provides back-up assistance to other administrative staff as needed.
4. Assists with general organizational activities, including company-wide events.
5. Participates in ongoing organization training on issues related to the position and organization.
6. Coordinates special projects as assigned.
7. Performs other related duties as assigned.
QUALIFICATIONS:
To perform this job successfully, each essential function must be performed satisfactorily. The requirements listed below are representative of the knowledge, experience, skill and ability required.
KNOWLEDGE:
· General knowledge of Washington State employment and labor laws.
· General knowledge of HR policies and personnel management principles.
· Modern office procedures, methods and equipment.
· Complex filing and recordkeeping processes.
· Intermediate mathematical concepts.
· Basic bookkeeping concepts.
SKILLS AND ABILITIES:
-Strong customer service skills and ability to manage sensitive information with discretion and professionalism.
-Proficiency with Microsoft Office applications and data systems.
-Proficiency with computer applications relating to areas of responsibility including applicant tracking and/or Human Resources -Information/Payroll Systems.
-Communicate effectively, both orally and in writing.
-Ability to work independently and on a team.
-Establish and maintain working relationships with co-workers at all levels of the organization, as well as people affiliated with other organizations and vendors.
-Manage time efficiently, prioritize, and meet demanding deadlines.
-Ability to understand and apply WTA and division policies and procedures and applicable collective bargaining agreement(s).
-Ability to understand and follow procedures related to collective bargaining agreements and union-represented employees.
-Ability to act with integrity, professionalism, and confidentiality.
-Be adaptable and flexible and tolerate stress.
-Ability to manage multiple tasks and maintain organized records with attention to detail.
-Gather, analyze, and verify data.
-Perform financial reconciliations.
WORKING CONDITIONS, TOOLS AND EQUIPMENT:
Duties are performed primarily in an office environment but also require traveling between agency headquarters and transit stations, on routes and to various other locations. Travel is generally within Whatcom County, with occasional trips to regional and national meetings and training courses. Typical office equipment used to accomplish job tasks: computer, cell phone, printer, photocopier/scanner, calculator, and telephone.
Education and Experience:
Education: High School diploma or equivalent, required. Successful completion of an applicable community college or trade school business program, highly preferred.
Experience: Three (3) or more years’ experience performing administrative HR support in a fast-paced environment, required. Experience working in a public sector or unionized environment, preferred. Experience responding to public records requests or familiarity with the Washington Public Records Act, preferred.
Other combinations of education and experience which would provide the applicant with the desired qualifications required to perform the job may be considered.
License or Certificates:
· Valid Washington State driver's license at time of hire in order to operate WTA vehicles.
· Professional HR certification (HRCI, SHRM, etc.), preferred.
· Possess or ability to obtain and maintain Professional Administrative Certification of Excellence (PACE), preferred.
PHYSICAL REQUIREMENTS:
· Prolonged periods of sitting at a desk and working on a computer.
· Must be able to lift 15 pounds at times.
· Must be able to access and navigate each division at the organization's facilities.
SPECIAL REQUIREMENTS:
Participation in WTA's Drug and Alcohol Abuse Prevention Program is a requirement of employment which includes reasonable suspicion drug and alcohol testing.
Must pass a comprehensive background check.
Must pass a credit history check.
REASONABLE ACCOMMODATION:
· To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
An Equal Opportunity Employer
Women and Minorities Encouraged to Apply
Drug and Alcohol-Free Workplace including marijuana
Please apply at: https://ridewta.exacthire.com/job/202369
Deadline to apply is July 19, 2026 at 9:00pm pst
- Principals only. Recruiters, please don't contact this job poster.