Summary

The HR & Safety Coordinator is responsible for supporting the administration of human resources programs, employee relations, workplace safety initiatives and regulatory compliance for all employees. This position serves as a key point of contact for employees and management regarding attendance, personnel documentation, onboarding, training, safety reporting and other employment-related matters.

The duties listed below are considered essential functions of the HR & Safety Coordinator position; however, they are not intended to be an all-inclusive list. Mack Hils, Inc. reserves the right to modify, add, or remove job duties and responsibilities as business needs evolve.

Essential Functions

• Human Resource Functions:
  • Manage employee call-ins, attendance-related communications, and other employment-related telephone inquiries.
  • Process employee call-off notifications and communicate attendance information to Cell Leaders, Supervisors, and Operations Management as needed.
  • Monitor daily employee attendance, tardiness, absences, and attendance trends in accordance with company policies.
  • Administer the Company’s Attendance Policy and maintain accurate records for employee leave and time-off requests, including vacation, sick leave, medical leave, personal leave, and other approved absences.
  • Assist with the administration of applicable leave programs and coordinate supporting documentation in accordance with company policy and applicable employment laws.
  • Administer employee onboarding and offboarding processes, including preparing offer letters, scheduling pre-employment drug screenings, completing new-hire documentation, and processing employee separations.
  • Support recruitment and talent acquisition activities, including posting job openings, reviewing applications, coordinating interviews, communicating with candidates and assisting with the hiring process.
  • Coordinate and assist with new-hire orientation, internal training programs, recurring compliance training, employee development, and skills-based training initiatives.
  • Maintain accurate and confidential employee personnel files, training records, performance evaluations, and other employment documentation within the Company’s Quality Management System.
  • Support the administration of the employee performance evaluation program, including tracking due dates, maintaining completed evaluations, and assisting management with required documentation.
  • Provide administrative support and guidance to Managers and Cell Leaders regarding employee relations matters, workplace concerns, policy interpretation, performance issues, and personnel documentation.
  • Receive and address employee questions and concerns while maintaining confidentiality, professionalism, and appropriate escalation to management.
  • Assist management with progressive discipline, corrective action documentation, performance improvement plans, workplace investigations, and voluntary or involuntary terminations.
  • Review and calculate daily employee work hours and maintain accurate payroll-tracking spreadsheets to support payroll processing.
  • Compile and provide employee-related reports, documentation and workforce information requested by Operations Managers, Cell Leaders, and other members of management.
  • Collect, analyze, and report human resources metrics and workforce data, including employee hours, wages, turnover, tenure, attendance, and other relevant employment statistics.
  • Process and maintain required documentation for child support orders, medical support orders, wage garnishments, and other legally mandated payroll deductions.
  • Administer and maintain the Company’s Shared Work Program with the State of Missouri, including employee reporting, documentation and required regulatory submissions.
  • Maintain confidentiality of employee information and ensure compliance with applicable employment laws, company policies, and records-retention requirements.
  • Serve as a backup receptionist by answering incoming calls, directing visitors and providing general administrative support as needed.
• Safety Functions
  • Support the administration and ongoing development of the Company’s workplace safety programs, policies and procedures.
  • Promote employee compliance with company safety requirements, OSHA regulations and established safe work practices.
  • Assist with workplace incident and injury reporting, accident investigations, root-cause analysis and corrective action follow-up.
  • Assist with the administration of workers’ compensation claims, including preparing required documentation, communicating with insurance representatives, coordinating medical appointments and accompanying employees to healthcare providers when necessary.
  • Maintain accurate records related to workplace injuries, illnesses, near misses, safety incidents and workers’ compensation claims.
  • Assist with routine workplace safety inspections, audits, hazard assessments and the identification of unsafe conditions or work practices.
  • Track identified safety hazards and corrective actions to ensure issues are addressed and resolved in a timely manner.
  • Coordinate and assist with employee safety orientation, annual safety training, refresher training and other regulatory or job-specific safety training.
  • Maintain employee safety training records and certifications within the Company’s Quality Management System.
  • Assist with the preparation and facilitation of safety meetings, toolbox talks, employee safety communications, and awareness initiatives.
  • Monitor the availability and proper use of required personal protective equipment and communicate deficiencies to management.
  • Support emergency preparedness activities, including emergency response procedures, evacuation plans, drills and required documentation.
  • Maintain required safety records, logs, reports, and documentation in accordance with company policy and applicable regulatory requirements.
  • Ensure annual Department of Transportation requirements are maintained for company drivers, including required documentation, certifications, and record retention.
  • Maintain current driver’s license information, motor vehicle documentation and insurance records for employees authorized to drive company vehicles or listed on the Company’s insurance policy.
  • Communicate safety-related concerns, trends, and recommendations to management and assist with the implementation of preventive and corrective measures.
  • Perform other related human resources, safety, compliance, and administrative duties
    as assigned.

Required Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill and/or ability required:

• Ability to operate a computer and standard office equipment.
• Experience with E2 or a similar enterprise resource planning system is preferred.
• Proficiency with Microsoft Office programs, including Excel and Word.
• Ability to learn and use accounting software, Q-Pulse, online systems, and other company
  software programs.
• Ability to read and interpret company procedures, work orders, legal documents, and federal
  and state regulations.
• Ability to follow written and verbal instructions.
• Ability to operate a multi-line telephone system.
• Previous experience in human resources, payroll, safety administration, or general office work is
  preferred but not required.
• Ability to understand and accurately process basic written information and data.
• Strong organizational skills and the ability to prioritize tasks and plan work activities.
• Ability to maintain confidentiality when handling employee and company information.
• Ability to communicate professionally with employees, management, applicants, medical providers and outside agencies.
• Ability to work independently and as part of a team.
• Ability to manage multiple responsibilities and meet deadlines in a fast-paced work environment.
• Ability to remain professional and effective during stressful situations.

General Skill Requirements

• Adaptability – Adapts to changes in work environment; Accepts criticism and feedback; ability to work with frustrating situations; work under pressure and unscheduled overtime.
• Attendance and Punctuality – Begin work on time; keep absences within guidelines.
• Communications – Exhibit good listening and comprehension; keep co-workers informed; use appropriate communication methods.
• Cooperation – Maintain effective relations; display a positive outlook and pleasant manner; support and assist co-workers.
• Job Knowledge – Competent in required job skills and knowledge; exhibit ability to learn and apply new skills; requires minimal supervision.
• Quality – Demonstrates accuracy and thoroughness; Displays commitment to excellence and ways to improve and promote quality.
• Quantity – Meets productivity standards; Completes work in a timely manner.
• Safety & Security – Observes safety and security procedures; Use equipment and materials properly; reports potentially unsafe conditions.

Environmental Factors

• Exposed to fumes or airborne particles and hazardous chemicals
• Regularly works near moving mechanical equipment
• Awareness and use of safety precautions such a safety glasses, ear protection and shield, guards, lockout/tagout procedures

Physical Demands

• Required to stand, walk, use hands and arms to operate equipment
• Talk and hear
• Perform motions including bending, twisting, pushing and pulling
• Regularly required to lift, push or pull weight and/or carry objects weighing 5-50 pounds