HR Coordinator

Reports To: Chief Administrative Officer

Location: Hybrid, Admin Office

Employment Type: Part-time, Non-exempt

Hours: 20 to 25 hours per week

Benefits

This position is eligible for the following benefits: 401(k) Plan Matching, Paid Sick Time, and 3 days of Paid Bereavement Leave.

Organization Background

The mission of Painted Brain is to create lasting community-based solutions to mental health challenges and the impact of social injustice through arts, advocacy, and enterprise. Painted Brain is an innovative peer-run mental health arts and tech forward organization that uses a peer model focus on recovery. Painted Brain defines a peer as any person with lived mental

health challenges and or trauma including but not limited to: social injustice, interpersonal violence, and/or societal exclusion. Our primary focus over the years has always been using the arts to help people learn to interact socially and effectively while experiencing the impacts of trauma, psychosis, depression, autism, anxiety, and other unwanted mental experiences.

Position Summary

The HR Coordinator is responsible for talent management, administrative support, payroll processing, and policy compliance. This role involves creating and posting job openings, screening candidates, and managing employee onboarding and offboarding processes. The coordinator serves as a resource for employee inquiries, assists with conflict resolution, and fosters positive workplace relations. Ensuring adherence to employment laws and HR best practices, the coordinator supports policy compliance and risk management. Additionally, the HR Coordinator plays a key role in payroll and benefits administration, performs general administrative duties, supports HR events, and maintains digital HR files.

Key Responsibilities

Administrative

• Maintain accurate employee records in HR systems and personnel files.
• Generate reports on HR metrics for compliance, grants, and organizational decision-making.
• Support HR events such as staff meetings, employee appreciation initiatives, and wellness programs.
• Maintaining digital files and spreadsheets for compliance such as general liability insurance, cyber insurance, and worker compensation.
• Track performance-related documentation and follow up on next steps.
• Handle other administrative tasks as assigned to support the HR function.

Talent Management & Employee Development

• Partner with hiring managers to understand staffing needs and timelines.
• Assist with preparing and posting job openings, screening candidates, scheduling interviews, and preparing offer letters.
• Coordinate onboarding activities for new hires, interns and volunteers, including orientation, paperwork, and benefits enrollment.
• Manage exit interviews and ensure compliance with offboarding processes.
• Coordinate training opportunities for employees, ensuring alignment with organizational goals and compliance requirements.
• Maintain training records and support professional development initiatives.
• Provide support to managers in implementing performance reviews, feedback sessions, and improvement plans.

Payroll & Benefits Management

• Support payroll processing, including tracking hours, handling deductions, and managing benefits enrollment.
• Respond to employee inquiries regarding compensation and benefits programs.

Policy Compliance & Risk Management

• Act as a resource for employees, addressing inquiries related to policies, benefits, and workplace concerns.
• Support conflict resolution, handle employee grievances, and promote positive employee relations.
• Ensure compliance with federal, state, and local employment laws and regulations.
• Maintain up-to-date knowledge of HR best practices and recommend policy updates as needed.

Qualifications

• Bachelor’s Degree in Human Resource Management, Business Administration or related field.
• At least three (3) years of experience in a Human Resource Management role, preferably in a Non-profit organization.
• At least one (1) year of experience with payroll processing and management.

Other Knowledge, Skills and Abilities Required

• Excellent written and verbal communication skills.
• Proficiency in HRIS systems.
• Ability to handle sensitive and confidential information with discretion.
• Recruitment skills.
• Understanding and knowledge of California Employment laws and regulations.
• Excellent leadership, organizational, and project management skills.
• Superior interpersonal and communication skills.
• Professional demeanor while representing the organization at meetings, events, or client sites.
• Ability to work collaboratively with diverse teams and stakeholders in-person and remotely.

• Have knowledge of the California Human Services landscape.
• Ability to work with staff and community members from diverse racial, sexual orientation, gender identity and cultural and socioeconomic backgrounds, including populations with re-entry, mental health, and substance use challenges.

Preferred - Non-Essential Qualifications - Knowledge, Skills, and Abilities

• Bilingual or Multilingual communication abilities.

Work Environment

• This position requires a mix of office work, and occasional travel to multiple locations as needed.
• The working conditions for this position are Hybrid.
• Ability to work some evenings and weekends as needed.
• Follow safety standards and protocols.
• Regular and predictable attendance is required.
• Employees may be asked to perform other duties as assigned.

General Travel Expectations

• Ability to travel locally to various locations as needed, typically within 10-50 miles of the primary work location. Transportation is not to be provided by Painted Brain; however, mileage reimbursements are available for eligible travel.
• Travel may be required on short notice and may include evenings or weekends.

Physical and Endurance Requirements

• Ability to remain seated for extended periods, during driving or public transit commutes.
• Ability to carry personal items or job-related materials weighing up to 20 pounds.

Scheduling and Time Management

• Flexibility to adjust schedules to accommodate travel requirements without significant disruption to work responsibilities.
• Strong time management skills to balance travel with other job duties.

Physical Requirements

• Ability to sit, stand, or walk for extended periods.
• Ability to bend, kneel, crouch, or reach as needed for tasks such as filing, organizing, or setting up equipment.
• Ability to climb stairs or use ramps when elevators are unavailable.
• Capacity to lift and carry objects weighing up to 20 pounds.
• Ability to push or pull carts, equipment, or materials, if applicable.
• Adequate vision for tasks requiring focus, such as reading documents, screens, or labels.
• Hearing ability sufficient for understanding verbal communication in person, over the phone, or via video conferencing.
• Ability to respond quickly to emergencies, such as evacuating a building or assisting others in need.
• Physical readiness for occasional high-energy demands, such as helping set up events or responding to critical situations.

Mental Requirements

The incumbent in this position must be able to accommodate all of the following: constant distractions, interruptions, uncontrollable changes in priorities/work schedules, processing information, and handling stress. There may be exposure to inappropriate behavior and/or the language of those being served at times.

The requirements above are representative of the knowledge, skills, and/or abilities required for successful performance of the essential duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The inability to cope with a stressful work environment does not constitute a protected disability.

Painted Brain is an Equal Opportunity/Affirmative Action Employer

All opportunities at Painted Brain are contingent upon the successful completion of a criminal background check and verification of any applicable degree or license. If the position requires driving, a valid driver’s license, a motor vehicle clearance, and proof of auto insurance are required at the time of employment and must be maintained throughout employment.