Administrative Coordinator (63202)

SUMMARY:  

The Administrative Coordinator supports the day-to-day administrative operations of the Human Resources department and provides administrative support to Donated Goods Retail (DGR) leadership. This position manages employee onboarding, personnel documentation, HR recordkeeping, and assists with operational administrative functions that support retail performance and resource stewardship.

REPORTS TO: 

Director of Human Resources (HR)

WORK DIRECTION:
Receives functional direction from the Chief Operating Officer (COO) for Donated Goods Retail (DGR)-related administrative tasks and priorities.

QUALIFICATIONS:

Education and/or Experience: High school diploma or equivalent and two (2) years of administrative or human resources support experience. Training in I-9 compliance, E-Verify processes, or HR administrative procedures preferred.

Certificates, Licenses, Registrations: Must possess a valid driver’s license and reliable transportation, or otherwise be able to travel to agency locations as required for the position.

Screenings: Employment is contingent upon successful completion of a background check.

REQUIRED KNOWLEDGE AND SKILLS:

• Knowledge of basic human resources administrative practices including onboarding, personnel documentation, HR recordkeeping, and employment documentation requirements (I-9, E-Verify, background checks, new hire reporting).
• Ability to maintain accurate and confidential employee records in compliance with federal, state, and Agency requirements.
• Strong attention to detail when managing documentation and personnel files.
• Ability to guide new employees through onboarding procedures and ensure required documentation is completed accurately and timely.
• Knowledge of HRIS systems and basic HR data entry processes.
• Strong organizational skills and the ability to manage multiple administrative tasks and deadlines.
  Ability to prioritize work in a fast-paced environment while maintaining accuracy.
• Strong interpersonal and communication skills when interacting with employees, volunteers, and managers.
  Ability to provide courteous and professional support while maintaining confidentiality.
• Ability to compare pricing, evaluate vendor options, and identify cost-effective solutions.
• Ability to manage multiple priorities across HR and operational functions.
• Strong organizational and tracking skills for managing supplies, vouchers, and administrative workflows.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and HR information systems.
  Ability to manage electronic files and document tracking systems.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Onboarding & Employment Processing

1. Coordinates new hire onboarding processes and documentation.
2. Completes employment eligibility verification including I-9 and E-Verify processes.
3. Conducts background checks and required employment screenings.
4. Ensures new hire documentation meets agency and regulatory requirements.

HR Records & Compliance

1. Maintains employee personnel files and HR documentation.
2. Updates HRIS systems and employee status records.
3. Maintains compliance documentation including OIG checks and credential tracking.
4. Assists with employment documentation audits and record retention.

Volunteer Coordination

1. Coordinates volunteer and community service documentation and onboarding.
2. Maintains volunteer records and required documentation.

HR Administrative Support

1. Assists with HR and operational reports, documentation preparation, and scheduling.
2. Coordinates document delivery including certified mail and required notices.
3. Supports HR staff and DGR leadership with administrative tasks and special projects.
4. Provides assistance to the HR Partner, HR Director, and DGR leadership as needed.

DGR Administrative Support

1. Prepares, tracks, and reconciles Good Sam’s vouchers, ensuring accuracy, proper documentation, and timely reporting.
2. Orders supplies for DGR operations, including stores, donation centers, and support functions, ensuring timely availability.
3. Researches vendors, obtains quotes/bids, and identifies cost-saving opportunities while maintaining quality and operational needs.
4. Maintains supply tracking logs, usage trends, and reorder levels to support budget awareness and operational efficiency.
5. Provides general administrative support to DGR leadership including document preparation, tracking, and coordination of operational communications.

Other

1. Performs other duties as assigned to support the successful operation of Goodwill NLA.
2. Attends conferences, seminars, monitors publications and other sources of information to ensure that the latest developments in equipment, supplies, management techniques, etc., are disseminated to key personnel; attends all training sessions and meetings as required by the Agency and funders; obtains the minimum required professional development training hours per year; ensures all staff receives the minimum number of department required training hours a year.