HR & Benefits Coordinator

American jobshiringnearme.org experience (ACE) is a dynamic non-profit organization dedicated to providing rewarding environmental service opportunities that harness the idealism and energy of a volunteer labor force to help restore America’s public lands. ACE has a national reputation for providing exceptional training and support to enable young adult crews to safely and economically implement technically complex and physically demanding conservation projects for the US Forest Service, BLM, National Park Service, USFWS and numerous state and local land management partners. 

Job Title: HR & Benefits Coordinator

Location: ACE Office Location/Remote Eligible (USA)

Department/Division: ORGS: HR

Status: Regular Full-Time, Salaried (Exempt)

Schedule/Hours: ​​Full-time, 40 hours/week. Typical work hours between 9:00am to 5:00pm local standard time, (Monday – Friday, expected to be on during ACE Core Business hours of 12:00 pm – 5:00 pm EST to accommodate business needs in all US time zones) with some adjustment expected to accommodate specific projects and program needs. Some evening and weekend hours may be occasionally required.

Reports To: Senior Director of Human Resources

Travel: Less than 10% 

position Summary:

The Human Resources and Benefits Coordinator (HRBC) is a key member of the Human Resources Department, responsible for coordinating and supporting a wide range of administrative functions. These include staff recruitment, hiring and onboarding, benefits administration, policy and procedure management, employee records maintenance, and compliance, reporting, and verification requests. In addition, this role works closely with all divisions to foster a healthy workplace supported by clear, consistent, and inclusive policies. This position reports directly to the Senior Director of Human Resources (SDHR). 

Essential Functions and Responsibilities:

Staff Recruitment, Onboarding and Hiring, and Employee Engagement:

• Oversee the full onboarding process to ensure that all staff successfully integrate into the organization. This includes guiding ACE hiring managers through each step of recruitment, hiring, and onboarding.
• Communicate ACE policies and procedures clearly and consistently to new staff during onboarding, and provide guidance to employees as needed.
• Post recruitments on internal and external job sites to ensure broad visibility and candidate outreach.
• In collaboration with SDHR develop, update, and maintain standard operating procedures (SOPs) for hiring and offboarding processes, ensuring compliance and consistency across the organization.
• Ensure I-9 compliance, including verifying employment eligibility, maintaining accurate records, and completing re-verifications as required.
• Ensure ACE Connect resources are current and accessible, maintaining up-to-date materials that support staff and members.
• Support Division Onboarding Administrators with member onboarding by providing training, communicating procedures, and troubleshooting HRIS issues as needed. Upload and maintain documentation and SOPs to ensure consistency and accessibility.
• Administer and document exit procedures by working with supervisors to ensure personnel forms are completed, and all records are properly filed.
• Partner with the Human Resources Generalist (HRG) to support organization-wide training initiatives for new employees by assisting with the creation of training content.

Benefit Administration:

• Oversee and manage the annual open enrollment process, ensuring all employees are informed of deadlines, plan options, and any changes. Coordinate communications, track completions, and provide guidance to employees throughout the enrollment period. Work closely with SDHR and ACE insurance providers during the annual benefit renewal process.
• Coordinate employee benefits administration, including initiating new-hire benefit enrollment, maintaining benefit records in recordkeeping systems, accurately processing changes, and preparing/distributing reports to inform SDHR of employee benefit usage.
• Maintain the benefit enrollment system; enrollments and termination of benefits; ensure accurate set-up and maintenance of employee benefit elections and deductions in the HRIS/payroll system. Monitor and reconcile benefits data between both systems.
• Provide weekly benefit updates to employees, highlighting available resources and ensuring they remain informed and able to maximize their benefits. Coordinate training sessions or webinars in partnership with benefit providers.
• Respond to benefits inquiries from managers and employees regarding plan provisions, enrollment, status changes and other related topics, providing clear and timely guidance.
• Support staff with benefit claim issues and plan changes, serving as a point of contact with benefit providers as needed.
• Process and administer leave-of-absence requests for Family and Medical Leave Act (FMLA), parental leave, disability leave, military leave, etc.
• Interpret and apply FMLA and ADA regulations to ensure proper compliance in relation to leaves of absence and workplace accommodations.
• Collaborate with the Finance department to provide assistance with the reconciliation of benefit accounts by approving billing statements, invoices, and provide necessary reports for allocation/billing charges as needed.
• Conduct regular quality checks on benefits-related data and meet monthly with ACE insurance providers to ensure accuracy, quality control, and service assurance.
• Maintain up-to-date Employee Assistance Program (EAP) resources on ACE Connect and work closely with Program Administration on member resource portals to ensure accessibility and awareness.
• Coordinate the annual employee benefits survey, including distribution, tracking responses, and summarizing results as necessary to assist with benefits planning.

Human Resources Compliance and Support:

• Assist in the development and review of all ACE policies and procedures, and employee handbook. Assist Program Administration in reviewing the EPIC and Crew member handbooks.
• Assist in updating ACE Connect to ensure HR resources are accurate and available to employees, and all policies and procedures, and documents are posted and up to date.
• Update and maintain HRIS employee data management system; hires and changes ensuring accuracy and timeliness of all updates. Routinely checking if any approvals are needed within the HRIS system.
• Respond to employment or service verification requests accurately and in a timely manner; including Public Student Loan Forgiveness program.
• Ensure compliance with federal, state, and local employment laws and regulations.
• Maintain accurate and confidential employee and member records and HR systems.
• Prepare HR reports and metrics as needed.
• Provide support to the HR team; assisting in company-wide information meetings, including answering general HR questions as needed.
• Other duties as assigned.

Required Experience and Qualifications:

• Bachelor’s degree and two years of related professional experience or an equivalent combination of education and experience.
• Working knowledge and experience in human resource and benefit administration.
• Ability to professionally handle highly confidential information, adhering to legal and ethical policies.
• Experience with HRIS systems; Paycor preferred. Word, Excel, and Google Suite applications.
• Demonstrated interpersonal, presentation, and organizational skills.
• Capacity to handle multiple projects/tasks, prioritize work and meet deadlines.
• Flexibility, self-direction, motivation and the ability to interact with employees at all levels.
• Compilation and analysis of data.
• Knowledge of federal and state laws and regulations, including EEOC, ADA, FMLA and employment laws.
• Strong and effective communication skills, with the ability to clearly and concisely express ideas both verbally and in writing.
• Ability to work independently in a remote administrative and team environment, collaborating and seeking assistance when needed.
• Strong time management skills.
• Ability to prepare and maintain records and reports.
• Ability to understand and carry out oral and written instructions.
• Ability to understand and follow ACE systems and processes.
• Ability to receive and provide constructive feedback.
• Commitment to ACE’s mission of public service through young adult development and volunteerism.
• Ability to perform the essential duties of the position with or without reasonable accommodations.

Other Requirements:

• Must be authorized to work in the U.S.
• Proficient in English.
• Willingness to undergo and ability to pass a federal criminal background check.
• Willing to abide by ACE Policy and Federal Drug Free workplace policies and laws. ACE reserves the right to drug test at any time.

Physical Demands, Work Environment and Working Conditions

• Physical Demands: Requires frequent sitting, standing, walking, using hands to handle or feel, reaching with hands and arms, talks and hears. Manual dexterity required for use of computer keyboard/mouse and other office equipment. Required to stoop, kneel, climb stairs, and/or crouch.
• Vision Requirements: Requires close, distance, peripheral and depth perception vision as well as the ability to focus.
• Weight Lifted or Force Exerted: Frequently moves up to 10 lbs., occasionally moves up to 25 pounds.
• Environmental: Mainly indoor, office environment conditions; indoor air quality is good and temperature is controlled.
• Noise Environment: Moderate noise such as in a business office with equipment and light traffic.
• Travel: This position may require domestic travel.

Compensation (Grade 3): Starting annualized salary range of $53,000 – $63,000 (assuming 40 hours/week 52 weeks/year) depending on experience.

Benefits: ACE offers competitive medical and ancillary plans (health, mental health, dental, vision and other supplemental benefits). ACE Staff members are also eligible to participate in ACE’s 403b retirement plan with a 3% employer contribution.

Holidays, Vacation, and Sick Time: As an ACE staff member, you will be eligible to accrue up to 80 hours of paid vacation time annually during your first two years of continuous employment, then it increases to 120 hours annually. ACE observes 13 paid annual holidays (floating holiday flexibility). ACE provides 10 days (or 80 hours) of paid sick time annually.

Additional Benefits:

Outdoor Perks – As an ACE staff member, you will be eligible to receive pro deals which include deep discounts on outdoor gear providing 30 – 50% off retail prices on 100s of established outdoor gear brands.

Phone Provided or Reimbursement Option: You have the option to select one of the following options: ACE work phone device/number provided or monthly phone reimbursement for personal device/number use.