• HR Specialist and Operations Coordinator

    501 Commons Seattle, WA 98144

    Job #2385637358

  • Description:

    About the Company

    501 Commons is a nonprofit 501(c)3 organization that serves nonprofits through ongoing and project-based professional services in IT, HR, finance, database, and management consulting. We also serve as the program administrator for Washington State Opportunity Scholarships and support 1400 nonprofits by providing fundraising education, a fundraising platform, and two annual giving events. We are passionate about amplifying the strengths of nonprofits, so all people and communities flourish.

    501 Commons is an equal opportunity employer. We seek to recruit persons of diverse backgrounds and support their retention and advancement within the organization. We believe that having a board, staff, and volunteer corps with diverse personal and professional backgrounds enhances our ability to meet our mission.

    Summary

    The HR Specialist/Operations Coordinator supports the Deputy Director HR department in managing day-to-day tasks, along with calendar management. The successful candidate will be extremely detail-oriented and able to handle multiple projects simultaneously. This position also requires the candidate have knowledge of or interest in learning about basic elements of finance/accounting, human resources management, IT, and facilities management. This position is a career pathway to other operations roles such as operations manager and finance manager among others.

    Executive Support for the Deputy Director (50%) and HR Manager (50%)

    Deputy Director - Overview of Support

    • In partnership with Deputy Director, coordinates all-staff meetings, regular managers' meetings and other staff function as needed
    • As needed, supports Deputy Director in relaying with insurance and benefits brokers

    Meeting and Event Management

    • In partnership with Deputy Director, coordinates all-staff meetings, regular managers' meetings, and other staff functions; provides note taking
    • Event and meeting setup/support

    Facilities and Supplies

    • Water plants every two weeks
    • Support and oversight of staff working in the office
    • Building maintenance work orders (bathroom, lights, key fobs, etc.) through DLL portal
    • Tenant inquiries and tenant services (for now with Jenny Gerber - Special Projects)
    • Managing building fobs
    • Maintains labor posters
    • Sets up offices for employees wanting to work at Pacific Tower
    • Maintain a clean and orderly facility and arrange in-building staff clean-up days
    • Ordering and organization of office supplies
    • Printer and office phone support

    Accounting Support

    • Receive and sent mail and packages
    • Copy and deposit checks
    • Report donation and grant checks to administrative assistant and executive director
    • Gather credit card receipts and coordinate with bookkeeping

    Legal/Regulatory

    • Insurance document management through DigitaLINK portal
    • As needed, supports Deputy Director in coordination with insurance and benefits brokers
    • Charity Renewal and Annual Report submission to Secretary of State (SOS) of Washington
    • Web domain names and business trade names
    • Federal Unique Identity Identifier
    • W9 and Certificate of Insurance (COI) procurement

    Emergency Management

    • Text System (Dial My Calls)
    • Maintain emergency supplies
    • Designate floor wardens and orient them to the building procedures

    Washington State Opportunity Scholarship Liaison

    • Serves as primary point of contact for Washington State Opportunity Scholarship (WSOS) solving problems where possible or routing needs to appropriate point person in finance, HR, IT.
    • Manage ~~~ email account (creating folders for HR team members to access email inquiries directed to them)
    • Enters all donation payments received and tracks pledges
    • Leads monthly donation reconciliation with WSOS between 501 Commons' accounting system and WSOS grants team
    • Collects and enters all checks to electronically deposit with bank in partnership with Staff Accountant
    • Serves as primary support for tracking all WSOS and 501 Commons' lobbying activities including filing required reports, with support from WSOS lead and Controller
    • Supports the Staff Accountant and Controller in accounting processes by routing 501 Commons donations, grants, payments, and receipts, collecting and scanning mail, and transmitting invoices tat do not automatically go to ~~~
    • Coordinates staff trainings for WSOS by coordinating with subject-matter experts to facilitate time, date, and curriculum. Examples including annual staff phishing and malware training

    Human Resources Manager - Overview of Support

    • Support HR with administration needs, such as creating HR templates, routing HR documents through DocuSign
    • Create an HR desk manual of documented HR procedures
    • Maintain Employee Handbook updates on Confluence
    • Assist HR with posting job opportunities to local job boards
    • Assist HR with processing employee bonuses (such as gift cards)
    • Coordinate the onboarding and offboarding checklist for new/separating employees
    • Coordinates technology set ups for new hires through Help Desk Tickets (HDT) for computers are ordered and set up by IT
    • Coordinates with Seattle Area staff to pickup computer and peripherals at the tower or ships computers as needed
    • Sets up office and soft phones and work tickets with Hyperion Works
    • Coordinate with IT to coordinate employee's access to needed software including Keeper (password manager), DocuSign.
    • Coordinates staff trainings for WSOS by coordinating with subject-matter experts to facilitate time, date, and curriculum. Examples including annual staff phishing and malware training

    What we offer

    • Flexibility: Ability to set your own schedule within a M-, 7 am to 6 pm timeframe, including work from home days
    • Opportunities for professional development.

    Benefits:

    • Employees receive generous paid time off, 11 paid holidays,100% employer-paid medical (HMO options), dental, and vision coverage, life, and accidental death and dismemberment (AD&D) insurance, and long term disability coverage
    • Employees have access to a flexible spending account, health reimbursement account, Employee Assistance Program, and paid membership in the Peoples Memorial Association
    • There is a 401K retirement account with an employer contribution.

    Inclusiveness Statement

    501 Commons is committed to providing an inclusive workplace that fully utilizes the talents of all of our team members to achieve our mission. We are committed to fostering a workplace culture that is inclusive of people regardless of their race, ethnicity, national origin, gender, sexual orientation, socio-economic status, marital status, age, physical abilities, political affiliation, religious beliefs, or any other non-merit fact, so that all employees feel included, equally valued, and supported

    Requirements:

    Competencies

    • Fosters positive professional relationships through active listening, well-developed verbal and written communication skills, and strong attention to detail
    • Works well with diverse audiences, including clients, peers, volunteers, and supervisors
    • Proactive and focused on defining the next steps required to advance administrative processes
    • Maintains and demonstrates a customer focus consistent with 501 Commons' values
    • Uses good time and project management skills, demonstrated by meeting or exceeding deadlines, maintaining an accurate work calendar, and anticipating the time requirement of tasks and projects
    • Highly organized and can prioritize tasks while handling interruptions professionally
    • Proficient in utilizing technology to manage time and projects
    • Represents 501 Commons in a professional manner, as demonstrated by appropriate appearance, speaking and writing skills, disposition, and overall demeanor

    Qualifications

    You must be able to perform well under pressure and quickly prioritize tasks. The ideal candidate has the foresight to anticipate needs, likes to solve problems, and enjoys efficiently handling detailed information to make processes flow well. We know the right person for this role may not meet all our qualifications. If you think you could be a good fit, reach out and let us know! To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may enable individuals with disabilities to perform the essential functions of this job.

    Required Qualifications

    1. 3-4 years of experience working in operations coordination, human resources administration or office management, etc.
    2. Experience being lead or primarily responsible for project execution/work tasks
    3. Bachelor's degree or equivalent experience
    4. A high degree of computer literacy, excellent skills in MS Word, Excel, Outlook, and PowerPoint, and the desire and ability to learn new programs and applications as needed
    5. Excellent interpersonal and communication skills
    6. Ability to exercise independent judgment to prioritize tasks according to importance and time sensitivity
    7. Ability to work from 501 Commons' office in Seattle a minimum of 2 days per week

    Desired Qualifications

    1. Experience working in an accounting system such as QuickBooks or MIP
    2. Experience working with an HRIS system such as Paylocity, Paycor, or Paycom
    3. Experience working or volunteering in a nonprofit organization
    4. Work, volunteer, or personal experience with diverse communities, including LBGTQ, BIPOC, and people with disabilities

    Physical Requirements

    The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job.

    • Ability to communicate clearly and effectively to others in person, over the phone, on a computer
    • Ability to sit at a desk/office setting for most of the workday. (Includes work from home.)
    • Ability to work with a keyboard (or an alternative way of communicating with a computer) and to view a lighted computer screen for extended periods in standard office conditions and lighting
    • Ability to lift 30 pounds and move furnishing required for set up of events.
    • Access to reliable transportation to commute to and from WSOS's office and/or the 501 Commons office, as needed.

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