The Ventura Port District, an equal opportunity employer, is recruiting for a full-time Human Resources Coordinator I/II to join our Administration Team. This role is responsible for administering the District’s comprehensive human resources functions, including recruitment, employee relations, payroll, benefits, retirement, leave administration, workers’ compensation, records management, and compliance with applicable employment laws and regulations. We are seeking candidates who demonstrate initiative, reliability, excellent customer service, and a strong ambition to continuously improve processes and service as well as contribute to a positive working environment.
What is this role responsible for:
- Human Resources Administration & Compliance: Maintain confidential personnel records and administer HR policies, procedures, regulatory programs, and employment practices in compliance with applicable federal and California laws and regulations.
- Recruitment, Hiring & Onboarding: Coordinate the recruitment and selection process, maintain job descriptions, prepare hiring documentation, and facilitate new employee onboarding, orientation, and required employment paperwork.
- Employee Relations, Performance Management & Training: Support supervisors, managers, and employees with HR procedures and workplace practices; coordinate performance evaluations, employee training, and required training documentation.
- Payroll, Retirement & Benefits Administration: Process accurate and timely bi-weekly payroll, maintain payroll records, administer CalPERS retirement reporting, and coordinate employee benefits, enrollments, changes, and reconciliations.
- Leave & Workers’ Compensation Administration: Administer protected leaves, including FMLA and CFRA, coordinate required documentation and notices, and manage workers’ compensation claims, communications, and return-to-work processes.
- Records Management, Reporting & Regulatory Compliance: Maintain accurate and confidential HR, payroll, benefits, leave, training, and compliance records; monitor regulatory changes, prepare reports, track deadlines, and ensure timely completion of required filings and administrative processes.
Who thrives here:
- Individuals who take ownership of their work, follow through on commitments, and take pride in producing accurate, timely results.
- Organized, detail-oriented professionals who demonstrate integrity, discretion, and sound judgment when handling confidential employee and payroll information.
- Clear communicators and collaborative team players who provide responsive, professional service to employees, supervisors, and the public.
- Adaptable individuals who can prioritize competing deadlines, remain calm under pressure, and navigate changing requirements while maintaining accuracy and compliance.
JOB SCOPE
HUMAN RECOURCES COORDINATOR I:
Under direct supervision, performs and coordinates a variety of human resources and payroll functions, including recruitment, employee onboarding, personnel records management, payroll processing, benefits administration, employee relations support, performance management, training coordination, leave administration, workers’ compensation administration, and regulatory compliance. Work is performed in accordance with established policies, procedures, and applicable laws and regulations, with guidance provided on complex or unusual matters.
HUMAN RECOURCES COORDINATOR II:
Under general direction, independently administers a comprehensive range of human resources and payroll functions, including recruitment, employee onboarding, personnel records management, payroll processing, benefits administration, employee relations support, performance management, training coordination, leave administration, workers’ compensation administration, and regulatory compliance. Applies independent judgment in interpreting and administering established policies, procedures, and applicable employment laws and regulations; resolves complex operational issues; and provides guidance to employees, supervisors, and management within established authority.
DISTINGUISHING CHARACTERISTICS
HUMAN RECOURCES COORDINATOR I:
Human Resources Coordinator I is the developing-level classification in the Human Resources Coordinator series. Employees perform a broad range of assigned human resources and payroll duties and are expected to develop proficiency in the application of organizational policies, procedures, and applicable employment laws and regulations. Work generally involves established processes and recurring assignments, with guidance available for complex situations, unusual circumstances, and matters requiring interpretation or judgment beyond established procedures.
As experience and proficiency increase, employees are expected to independently complete routine assignments, recognize potential compliance issues, maintain confidentiality, and appropriately elevate matters requiring additional review or decision-making.
HUMAN RECOURCES COORDINATOR II:
Human Resources Coordinator II is the experienced journey-level classification in the Human Resources Coordinator series. Employees independently administer assigned human resources and payroll programs and are responsible for the accuracy, timeliness, and compliance of their work. The position requires substantial knowledge of applicable employment laws, regulations, organizational policies, and public-sector human resources practices, as well as the ability to exercise sound judgment in addressing complex or sensitive matters.
Employees in this classification independently research and resolve unusual problems, identify potential compliance risks, recommend improvements to policies and procedures, and provide technical guidance to employees, supervisors, and management. The Coordinator II may also assist with training and providing guidance to other HR staff and lead assigned projects or program improvements. Matters involving significant policy decisions, exceptions to established authority, or sensitive employee relations issues are elevated to management as appropriate.
ESSENTIAL FUNCTIONS
Human Resources Administration & Compliance
- Maintain confidential employee records, personnel files, and HR documentation in compliance with federal and California employment laws, regulations, and retention requirements.
- Interpret and administer personnel policies, procedures, and employment practices while providing guidance and support to supervisor, managers and employees.
- Monitor changes in employment laws and assist with implementation of required updates, notices, and compliance programs.
- Administer regulatory programs, including DMV Employer Pull Notice (EPN), required reporting, and employment documentation processes.
Recruitment, Hiring & Onboarding
- Coordinate the full recruitment lifecycle, including position approval, job postings, applicant tracking, candidate communication, interviews, selection, and hiring documentation.
- Develop and maintain accurate job descriptions in collaboration with department managers.
- Prepare recruitment materials, employment correspondence, offer documentation, and required pre-employment records.
- Coordinate new employee onboarding, orientation, and completion of required employment eligibility, payroll, benefits, retirement, and policy acknowledgment documents.
Employee Relations, Performance Management & Training
- Administer annual performance evaluation processes, including timelines, communications, tracking, and confidential record maintenance.
- Coordinate employee training programs, monitor completion of mandatory training requirements, and maintain training records.
- Provide administrative support and guidance regarding HR procedures, workplace practices, and organizational requirements.
Payroll, Retirement & Benefits Administration
- Process accurate and timely bi-weekly payroll, including review of timesheets, leave usage, payroll adjustments, deductions, compensation changes, and employment status updates.
- Maintain payroll records and ensure compliance with California wage and hour requirements.
- Administer CalPERS retirement reporting, enrollments, employee changes, and related documentation.
- Manage employee benefit programs, including enrollments, changes, contributions, reconciliations, provider coordination, and employee assistance.
Leave, Workers’ Compensation & Compliance Administration
- Administer employee leave programs, including FMLA, CFRA, and other protected leaves, ensuring compliance with applicable laws and maintaining confidential records.
- Coordinate leave documentation, eligibility tracking, required notices, payroll processing, and communication with employees and supervisors.
- Manage workers’ compensation claims from initial reporting through resolution, including documentation, communication with claims administrators and medical providers, return-to-work coordination, and compliance requirements.
Records Management & Reporting
- Maintain accurate and confidential HR, payroll, benefits, retirement, leave, training, and compliance records.
- Prepare reports, track deadlines, and ensure timely completion of required administrative and regulatory processes.
Additional Job Duties
- Performs other related work as required.
KNOWLEDGE/ABILITIES/SKILLS
- Knowledge of California labor laws and employment regulations.
- Knowledge of FMLA, CFRA, FEHA, wage and hour requirements, and workplace compliance practices.
- Knowledge of CalPERS retirement reporting and administration.
- Knowledge of payroll processing, benefits administration, and employee records management.
- Knowledge of workers’ compensation procedures and claims administration.
- Ability to maintain strict confidentiality regarding employee information.
- Strong organizational skills with the ability to manage multiple deadlines and priorities.
- Excellent written and verbal communication skills.
- Ability to establish and maintain effective working relationships with employees, supervisors, managers, and outside agencies.
- Proficiency with payroll, HRIS, and Microsoft Office applications.
- Modern office procedures, practices, methods and equipment.
EXPERIENCE, EDUCATION, LICENSES, AND CERTIFICATIONS
- Human Resources certification such as SHRM-CP, PHR, IPMA-HR, or equivalent is desirable.
Human Resources Coordinator I
- A combination of education, training, and experience equivalent to a bachelor’s degree in Human Resources, Business Administration, Accounting, Public Administration, or a related field, and at least two (2) years of increasingly responsible experience in human resources, payroll, benefits administration, or a related administrative function.
Human Resources Coordinator II
- A combination of education, training, and experience equivalent to a bachelor’s degree in Human Resources, Business Administration, Accounting, Public Administration, or a related field, and at least five (5) years of increasingly responsible experience in human resources, payroll, benefits administration, or a related administrative function. Experience must demonstrate the ability to independently administer HR programs, resolve complex issues, interpret and apply applicable employment requirements, and exercise sound judgment in sensitive or confidential matters.
PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS
The person in this position works primarily in an indoor office environment but may be required to travel to meet with others or for training purposes. Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near vision in reading correspondence, statistical data and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds also is required.
Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
This position description is not a contract, and it is not intended to show every detail of the duties and responsibilities of the job. It is provided only to supply a general idea of what the position entails.
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