Employment Coordinator, Administration/Human Resources, Hughes Main Library

Required:

• Two years of college-level work from an accredited college or university (preferably in HR or Business Administration).
• Two years of experience conducting employment interviews and/or other experience in HR, recruitment & onboarding, administrative support, or closely related field.
• Recent experience at the intermediate level with Microsoft Word, and some experience using Microsoft Excel and various Internet browsers and email.
• Other combinations of experience, education, and training may be considered. 

Preferred:

• Experience working in a library or formal learning environment.
• Experience using job applicant software and/or pre-employment testing software.

Must have the ability to:

1. concentrate for long periods of time
2. utilize a standard telephone system
3. speak distinctly when communicating with others on the telephone and in person
4. see and interpret all job-related materials
5. operate library equipment as assigned
6. occasionally lift, carry and/or move up to 25 pounds
7. sit for long periods of time
8. stand for brief periods of time
9. walk, bend, and stoop
10. reach, grasp, and use hands to touch, handle, or feel
11. type on an ongoing basis for long periods of time, using both hands
12. tolerate low levels of dust and mold associated with working around paper files, books, and other library materials

These tasks are illustrative only; to carry out the day-to-day functions of the job, other duties may be performed. The omission of specific statements does not exclude them from the position if the work is similar, related or a logical assignment to the position. Essential job functions designated with (E).

1. Maintains applicant tracking and testing databases. (E)
2. Collaborates with employees at all levels throughout the Library System to coordinate interviews and establish interview panels. (E)
3. Serves on interview panels. (E)
4. Creates training content and collaborates with HR Training on initiatives related to the interview process. (E)
5. Provides direction and training to new supervisory employees and interview panel members regarding the interview process. (E)
6. Develops new strategies to identify and attract qualified applicants by using traditional and non-traditional resources. (E)
7. Collaborates with appropriate Library System staff to create and maintain an attractive and interesting job openings page on the public website. (E)
8. Assists the HR Generalist with various recruitment and onboarding duties including screening of employment applications, conducting background checks, making job offers, preparing for New Hire Orientation, and processing new hire paperwork. (E)
   1. Conducts portions of New Hire Orientation and gives tours. (E)
9. Interprets and explains HR policies, procedures, standards, and guidelines. (E)
10. Provides assistance to applicants and employees regarding job openings and application process. (E)
11. Shreds or purges HR paper and electronic documents according to established record retention schedules. (E)
12. Coordinates the Library System’s annual Service Awards Program. (E)
13. Coordinates employee parking card assignments at the Hughes Main Library and acts as point of contact for parking management company. (E)
14. Obtains Motor Vehicle Reports (MVR) annually for employees on the Authorized Drivers List for Library System vehicles and schedules employees for applicable training as required. (E)
15. Assists with various administrative duties including data entry, making copies, filing, typing correspondence, shredding, and running errands. (E)
16. Maintains confidential documents and information in a secured office environment. (E)
17. Keeps files accurate and up-to-date and maintains a clean, safe, and orderly office. (E)

• Serves as back-up receptionist for the Administrative Area at the Main Library as needed, which may include any or all the tasks listed below (E).
• Answers the telephone, takes messages and returns calls, and transfers calls to the appropriate department or individual.
• Greets visitors, gives directions, and answers general library operations questions in a friendly professional manner.
• Processes applications for the use of Main Library meeting spaces.
• Assists in providing tours of meeting facilities.
• Covers the receptionist’s lunch break.

10. Attends library meetings, training programs and workshops as requested by supervisor. (E)
11. Ensures safe work methods are followed to prevent injury. (E)
12. Works a schedule that meets the needs of the unit. (E)
13. Maintains regular and reliable attendance and remains compliant with the Library System’s Attendance Guidelines. (E)
14. Assists with projects and performs related duties and responsibilities as assigned.

(Testing of computer skills may be part of the interview process for this position.)

Knowledge:

• Some knowledge of HR practices and principles, and of Federal and State laws pertaining to employment. 

Abilities/Skills:

• Ability to learn, enforce, and interpret Federal and State laws pertaining to employment and Human Resources policies and procedures to staff.
• Intermediate user of word processing, spreadsheet programs, and various Internet browsers and email.
• Ability to learn HR computer systems, applications, online resources and databases.
• Ability to develop and maintain positive working relationships inside and outside the Library System.
• Ability to follow established policies, procedures, and instructions received from supervisor.
• Ability to communicate concepts, general information, and task-oriented information in oral, written, and electronic forms.
• Ability to maintain workflow of multiple tasks simultaneously and to meet required deadlines.
• Ability to maintain a high degree of confidentiality and to use good judgment and discretion in carrying out duties and responsibilities.
• Ability to maintain a high degree of accuracy in computations, records maintenance, and communications.
• Ability to act with tact and diplomacy.
• Ability to conduct effective training and information sessions for employees. 

Characteristics:

• Exhibits self-motivation and exceptional time management capabilities.
• Remains calm under pressure and is responsive, not reactive.
• Excellent communicator who is also a good listener.
• Enjoys working in a collaborative role with employees at different levels throughout the Library System.
• Ethical, approachable, trustworthy, and apolitical.
• Values technology as a tool, staying on top of technology trends.
• Receptive to feedback, willing to learn, and embraces continuous improvement.
• Arrives on time, works hours as scheduled, and maintains a good attendance record.