Department: Administration
Reports To: Director of Human Resources
Compensation: $25.00 - $30.00 per hour DOE
FLSA Status: Non-Exempt
Location: Vista, CA
Position Overview
At Lifeline Community Services the Human Resources Coordinator provides administrative and operational support to the Human Resources department, ensuring accurate HR records, timely processing of personnel actions, and responsive employee service. This role supports compliance with California employment laws and serves as a key point of contact for employees regarding onboarding, benefits enrollment, and HR documentation. The HR Coordinator plays a critical role in maintaining organized, compliant, and employee-centered HR operations.
Essential Duties and Responsibilities
The incumbent in this position will perform the following duties and responsibilities along with other duties that may be assigned:
HR Administration & Records Management
- Maintain accurate and confidential employee personnel files in accordance with California recordkeeping requirements
- Process new hire, change, and separation documentation
- Manage I-9 completion, reverification, and audits in compliance with federal requirements
- Track employee acknowledgments, required notices, and policy sign-offs
- Prepare employment verifications and respond to routine HR inquiries
Onboarding & Offboarding Support
- Coordinate onboarding logistics, including offer packets, new hire paperwork, system access, and orientations
- Ensure timely completion of required forms and trainings
- Support offboarding processes, including exit paperwork, equipment tracking, and benefits notifications
- Assist with exit interview coordination and data collection
Payroll & Timekeeping Support
- Enter and audit employee data in the HRIS and payroll systems
- Support payroll processing by tracking changes, resolving discrepancies, and coordinating with payroll providers
- Administer timekeeping systems and support employees and supervisors with time entry questions
- Assist with final pay coordination and documentation in compliance with California law
Benefits Administration Support
- Support benefits enrollment, changes, and open enrollment processes
- Serve as a point of contact for employees with routine benefits questions
- Coordinate benefits documentation and vendor communications as needed
- Maintain benefits records and eligibility tracking
Compliance & Reporting
- Track required trainings, licenses, certifications, and compliance deadlines
- Assist with posting and distribution of required federal, state, and local employment notices
- Support HR audits and reporting requests
- Maintain organized documentation to support compliance and risk management
General HR Support
- Provide administrative support to the Director of Human Resources and HR Generalist
- Assist with recruiting logistics, including interview scheduling and background checks
- Prepare reports, spreadsheets, and HR metrics as requested
- Participate in HR projects and continuous improvement initiatives
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
- High school diploma or equivalent required; associate or bachelor's degree preferred
- Minimum 2- 4 years of HR, administrative, or office support experience
- Strong attention to detail and organizational skills
- Ability to handle confidential information with discretion and professionalism
- Proficiency with Microsoft Office and HRIS systems
- Strong written and verbal communication skills
Preferred
- Familiarity with California employment practices and wage-and-hour requirements
- Experience with HRIS and payroll systems like Dayforce, Paycom, or ADP
- Bilingual (English/Spanish) a plus
- Experience supporting multi-site or program-based organizations
Core Competencies
- Accuracy and attention to detail
- Customer Service Orientation
- Time management and prioritization
- Collaboration and teamwork
- Commitment to equity, inclusion, and nonprofit values
- Discretion and Professionalism: Ability to handle sensitive and confidential information with the highest level of integrity and professionalism.
- Technical Proficiency: Advanced proficiency in Microsoft Office Suite, virtual meeting platforms, HRIS, and payroll software.
Benefits:
- Medical, Dental, Vision, Chiropractic, Acupuncture, and life insurance 403b retirement plan
- PTO: 0-2 years: (15) paid days off, SICK: (6) paid days off, (12) paid holidays
- Employee Assistance Program
- Flexible spending account
Work Environment
This role operates in a professional office environment, with some flexibility for remote
work as needed. Occasional travel may be required to attend off-site meetings or events.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to talk or hear.The employee is frequently required to stand; sit; use hands to finger, handle, or feel and reach with hands and arms.The employee is occasionally required to walk; climb or balance; stoop, kneel or crouch.
Equal Opportunity Employment:
Lifeline Community Services is committed to non-discriminatory hiring practices that are focused on equity and inclusion and that balance experience and education as qualifications. Lifeline Community Services provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, genetics, national origin, protected veteran status, disability status, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.
