HR Staffing Coordinator at Massachusetts Bay Transportation Authority (MBTA) in Boston, MA

At the MBTA, we envision a thriving region enabled by a best-in-class transit system. Our mission is to serve the public by providing safe, reliable, and accessible transportation. MBTA’s core values are built around safety, service, equity, and sustainability and each employee that works for the MBTA performs their roles based on our vision, mission, and values. This includes attendance, participation, and contribution in local safety committee meetings as needed.

Job Summary

The Human Resources (HR) Staffing Coordinator will support the staffing group, ensuring business processes and workflows are complete and providing positive candidate/employee experience throughout the full recruitment cycle. Additionally, this role will compile data and develop reports on recruitment processes and partner with the HR Compliance Administrator to make sure pre-employment and onboarding activities are compliant with State and Federal laws / regulations as well as our Federal Transit Circular.

Duties & Responsibilities

Assist recruiting team with recruitment and interview processes, including scheduling and related logistics
Conduct reference / background checks by phone, as needed
Prepare offer letter materials and coordinate background check releases and forms
Answer candidate questions during pre-employment stages
Track receipt of signed offer letters and work closely with Recruiters to meet deadlines
Assist in scheduling pre-employment drug & alcohol tests and physical screenings
Update Recruiters of pending results and clearances
Complete Form I-9 with new employees, verify I-9 documents and IDs, work with Compliance Administrator to ensure all I-9s are reviewed and approved before placing in personnel file
Assist with internal and external job posting process including social media and job boards
Maintain logs and tracking reports for recruitment activities
Provide reporting support and ad hoc reporting from Applicant Tracking System
Assist with program volume hiring documents, mailing, scanning, filing, and other clerical functions
Prepare correspondence and process PACs as needed
Communicate with candidates on hiring processes at the MBTA
Adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies
Perform all other duties and projects that may be assigned

Supervision

None

Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions.

Minimum Requirements & Qualifications

Bachelor's degree from an accredited institution in Human Resources, Business, or a related field
One (1) year of experience handling confidential and detailed information in a support function
One (1) year of experience working with senior executive teams
Demonstrated ability to compile information and data into written and graphic presentations
Experience proofreading memos and reports with strong attention to detail skills
Experience in a fast-paced environment with competing priorities using independent judgment, managing projects as assigned, and comfortable with managing changing schedules / agenda professionally
Demonstrated ability to interact and build rapport at all levels of an organization.
Effective organizational, analytical, confidentiality, quantitative, writing, multitasking, and time-management skills
Proficient with MS Office (including Outlook Email and Calendar), PowerPoint, and graphic applications

Substitutions Include

A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the Bachelor's degree requirement
An Associate's degree from an accredited institution and an additional three (3) years of directly related experience substitutes for the Bachelor's degree requirement
A Master's degree in Human Resources or related subject substitutes for two (2) years of general experience
A nationally recognized certification, or statewide/professional certification in Human Resources or another related field may substitute for one year of experience
Preferred Experience and Skills
Prior experience working in a Human Resources Department

Job Conditions:

Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English

Ability to provide internal and external customers with courteous and professional experiences

Ability to work effectively independently and as part of a team (or supervise, if required)

Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers

Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies

Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection)

Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and medical Clinic screening, potentially including a physical examination and drug and alcohol screenings

Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service

Disclaimers and Definitions:

General Disclaimer: The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position.

Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.

Work Environment: The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.

Work Eligibility: Although the MBTA is an Equal Opportunity Employer, all employees must be legally authorized to work in the United States for any employer and on an unrestricted basis (the MBTA does not sponsor non-US citizens). However, if you have an unrestricted work authorization, or sponsored by a separate entity, you are welcome to apply for open positions. International students taking part in CPT / STEM / OPT programs through a university are eligible for internships and co-ops with the MBTA. In compliance with federal law, all persons hired will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.

Interviews: Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview. Candidates who do not attend their interview without advance authorization, including an email confirmation of a rescheduled time/date from Human Resources, will be considered a no-show and disqualified from consideration for the position. Related to rescheduling, on a one-time basis, and due to something emergent, you may be allowed to reschedule the interview. In addition, Human Resources may require documentation supporting the request. However, should you need to reschedule, you will need to contact your Recruiter directly by email.

Safety Sensitive Positions: Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.

On-call or 24/7 Positions: Employees working in this classification must be available to respond to page / text / call and report to work as determined by assigned department or the Authority.

Essential / Emergency Staff: During declared "states of emergency," employees working in this classification are required to report to work for their assigned work hours or as directed by management.

ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities. If you require an accommodation during this process, please contact the MBTA's ADA Unit at 617-222-5751 or hradaaa@mbta.com.

Diversity, Equity, and Inclusion: The MBTA is an Equal Employment Opportunity Employer. For terms, descriptions, and definitions related to diversity, equity, inclusion, veteran status, and immediate family members that you may find on the application form, please visit mbta.com/careers-app-definitions.