With an upcoming retirement in our Human Resources department, the City of Virginia is looking for a proactive and experienced Human Resources Coordinator to oversee daily HR operations. This full-time position plays a vital role in fostering a positive workplace culture while ensuring compliance with labor laws, union agreements, and public sector HR best practices. The role is salaried and exempt under the Fair Labor Standards Act (FLSA) and classified as confidential under Minnesota PELRA.

Employment terms will be finalized through a negotiated contract with the successful candidate.

Key Responsibilities:
• Lead recruitment, onboarding, employee relations, and retention initiatives.
• Coordinate and support labor relations, including collective bargaining, negations, grievances, and union compliance.
• Manage benefits administration, payroll, and HRIS systems.
• Oversee workplace safety programs and emergency preparedness efforts.
• Ensure compliance with all federal and state employment laws and city policies.
• Champion employee engagement and culture-building efforts across departments.

What We’re Looking For:
Preferred Qualifications:
• Master’s degree in Human Resources, Business Administration, Public Administration, Industrial Relations, or a closely related field and at least three (3) years of HR experience (union environment preferred).

Minimum Qualifications
• Bachelor’s degree in Human Resources, Business Administration, Public Administration, Industrial Relations, or a closely related field and at least five (5) years of HR experience (union environment preferred).
• Strong written and verbal communication skills, with the ability to draft reports, correspondence, and procedure manuals using plain language principles.
• Skilled in presenting information clearly and responding effectively to questions from managers, employees, union representatives, and the public.
• Strong analytical skills with the ability to define problems, collect and evaluate data, and draw sound conclusions.

Why Join Us?
This is a unique opportunity to contribute meaningfully in a collaborative environment where your work directly impacts the well-being and success of our community. We offer a competitive salary and a comprehensive benefits package designed to support you both personally and professionally. Full-time employees enjoy access to a variety of benefits, including:
• Health Insurance effective first day of employment
• Life Insurance
• Dental Insurance
• Short and Long-Term Disability Insurance
• Flexible Spending Accounts
• VEBA (Voluntary Employees' Beneficiary Association) Account
• Health Care Savings Plan for Retirement Expenses
• Employee and Employer contributions to Public Employee Retirement Association (PERA)
• Opportunity to save additional funds for retirement on a tax-deferred basis through a voluntary deferred
compensation (457) plan

Interested? Apply Today!

All candidates must submit a City of Virginia employment application with resume and cover letter detailing your interest in the position. Please contact (218) 748-7500 or visit our website at www.virginiamn.us/employment for a Human Resources Coordinator Application packet. Applications must be received by Britt See-Benes, City Administrator, City Hall, 327 1st Street South, Virginia MN 55792 by 4:00 p.m. on July 3, 2025.

I. TITLE: Human Resources Coordinator

II. SALARY RANGE: $85,000 to $110,000 contingent upon qualifications

III. REPORTS TO: City Administrator

IV. SUMMARY: The Human Resources Coordinator will be responsible for overseeing the City’s
day-to-day HR operations, with a focus on recruitment, onboarding, employee
relations, retention, and engagement. This role will also contribute to negotiating
collective bargaining agreements and ensuring compliance with labor laws, union
contracts, grievance procedures, and disciplinary actions. All responsibilities will be
carried out in alignment with the City’s broader HR strategy. This is an exempt
position, and employment will be governed by a negotiated contract.

V. RESPONSIBILITIES (not meant to be inclusive of all duties to be assigned):
1. Oversee the coordination of all safety activities, including:
a. Maintaining a health and safety reference library and employee record-keeping system,
including documentation on all aspects of the injury and illness prevention program.
b. Lead, develop and maintain an injury and illness prevention policies and procedures,
including safety rules, incentive programs, accident investigations, and safety inspections.
c. Planning and preparing for natural and man-made disasters; actively participating in the
Emergency Operations Plan (EOP) committee.
d. Establishing a medical program that includes on-site first aid capabilities and off-site
emergency medical care.
e. Providing general safety orientation to all new employees and training managers and
supervisors on their safety responsibilities.
f. Participating in the Labor/Management Safety Committee to foster collaboration on safety
initiatives.
g. Accompanying outside safety inspectors and consultants on facility tours, following up on
recommendations, and determining the need for additional specialist surveys (e.g., fire
protection engineers, industrial hygienists, and ergonomists).
h. Collaborating with personnel to ensure safe placement and job assignments.
i. Conducting hazard analyses of existing facilities and operations, as well as studying the
potential hazards of planning and proposed facilities and operations.
j. Investigating accidents that require specialized knowledge and providing thorough reports.
k. Conducting research on technical safety issues and developing solutions.
l. Auditing safety performance across the organization to ensure compliance and identify
improvement opportunities.
m. Keeping up to date with changes in health and safety regulations, and actively participating in
professional organizations related to occupational health and safety.
2. Coordinate labor relations activities across the organization, including:
a. Preparing for and participating in labor negotiations with all bargaining units.
b. Representing the City during labor negotiations as an active member of the employer’s
negotiating team.
c. Maintaining current labor agreements, letters of understanding, memoranda of agreement,
and other related documents.
d. Participating in labor-management committees to support collaborative labor relations.
e. Maintaining grievance records and ensuring timely, accurate responses in accordance with
contract requirements.
f. Preparing and posting internal job openings in compliance with collective bargaining
agreements.
g. Collaborating with union representatives and management to ensure compliance with
collective bargaining agreements, addressing employment-related issues, and facilitating
smooth labor relations within a unionized environment.
3. Coordinate all employment activities, including:
a. Overseeing the recruitment, pre-screening, and orientation of qualified new employees to
meet the City’s staffing needs, which may involve skills assessments, reference checks, and
candidate interviews.
b. Proactively identifying causes of employee turnover and, in collaboration with City
management, developing and implementing programs or initiatives to reduce turnover,
including compiling and analyzing exit interview data.
c. Providing accurate and timely statistical reports to management, covering both historical and
current employment data, while forecasting future staffing needs based on trends, historical
data, and the local/regional employment climate.
d. Assisting employees seeking retirement information and guiding them through the process.
e. Managing unemployment claims and representing the City at unemployment compensation
hearings.
f. Ensuring all employment records are well-documented, accurate, properly maintained, and
easily retrievable.
4. Support the City's compliance with State/Federal employment laws and the City’s personnel
policies, procedures, and guidelines, including:
a. Ensuring strict adherence to the City’s policies on equal employment opportunities and
maintaining a harassment-free work environment for all employees.
b. Being fully knowledgeable of and applying all City policies and procedures, and ensuring that
appropriate information and training are provided to both employees and management for full
understanding and compliance.
c. Overseeing and conducting thorough and impartial investigations into all reported incidents of
workplace harassment (including sexual, ethnic, religious, etc.), discrimination, and/or alleged
illegal activities involving employees.
d. Staying up-to-date with changes in regulations and ensuring the City’s policies and practices
remain compliant with State/Federal laws.
5. Oversee and administer all City employee insurance programs, including medical, dental, life,
workers' compensation, short-term disability, and long-term disability, ensuring comprehensive
and timely benefits enrollment and orientation for new hires.
a. Maintain accurate records and reports concerning on-the-job injuries and workers'
compensation claims, overseeing the claims process to ensure compliance and efficient
resolution.
b. Collaborate with external insurance providers to ensure cost-effective, high-quality insurance
coverage for employees, regularly assessing the program to align with industry standards
and organizational needs.
6. Lead the coordination and delivery of training programs across a range of topics, including
new employee orientation, on-the-job training, computer/software training, health and safety
practices, leadership development, and adaptation to policy and technology changes.
a. Collaborate with external vendors and community schools to integrate technical and
professional programs, ensuring alignment with the City's long-term talent development
goals.
b. Screen, counsel, and recommend employees for participation in both internal and external
training opportunities, fostering continuous learning and career growth within the
organization.
7. Employee Engagement and Organizational Culture
a. Foster a positive and productive work environment, promoting high levels of employee
morale, job satisfaction, and a constructive attitude toward the City’s leadership and
organizational goals.
b. Monitor and assess employee satisfaction, taking proactive action or making
recommendations to address issues and maintain a positive organizational climate.
8. Payroll Administration
a. Oversee and manage the payroll process, ensuring the timely and accurate calculation of
employee wages, taxes, and deductions, while ensuring strict compliance with Federal,
State, and local tax regulations.
b. Direct payroll audits, ensuring all payroll records comply with legal requirements and
company policies, and oversee the preparation and submission of payroll tax returns,
including IRS Form 941, State unemployment filings, and W-2s.
c. Make independent decisions related to payroll discrepancies, employee leave balance
issues, and payroll inquiries, ensuring all payroll processing is accurate, compliant, and
completed within established timelines.
d. Track and manage employee leave balances, including vacation, sick leave, and personal
time, ensuring proper accruals and usage.
e. Prepare and submit quarterly and annual payroll tax returns, ensuring accuracy and
compliance with all regulatory requirements.
f. Oversee the direct deposit process, ensuring timely and accurate distribution of paychecks to
all employees.
g. Resolve payroll issues related to missed payments or incorrect distributions, handling
discrepancies professionally and promptly.
h. Generate and distribute payroll reports to senior leadership, City Council, and relevant
departments, providing key insights into labor costs, employee earnings, and tax deductions.
i. Serve as the primary point of contact for employee inquiries related to payroll issues,
including pay discrepancies, deductions, and time-off accruals, ensuring prompt and effective
resolution.
j. Investigate and resolve payroll discrepancies, applying sound judgment and ensuring any
issues are addressed in a timely and professional manner.
k. Prepare and issue annual W-2 and 1099 forms for employees and independent contractors,
ensuring accuracy and compliance with tax regulations.
l. Conduct end-of-year audits of payroll records to ensure completeness and regulatory
compliance.
m. Maintain payroll records in line with legal requirements and company policies, ensuring
proper documentation for auditing and compliance purposes.
n. Manage and update payroll software systems to ensure they reflect any changes in tax rates,
benefit plans, or organizational structure, ensuring that payroll operations run smoothly and
efficiently.
9. Benefits Reconciliation:
a. Oversee and manage the reconciliation of benefits for both active employees and retirees on
a monthly and quarterly basis, ensuring accuracy and compliance with organizational policies
and regulatory requirements.
b. Ensure accurate deductions for active employees' benefits, including healthcare, retirement
plans, and other benefit programs, and verify correct pension and healthcare benefits for
retirees.
c. Collaborate with the Finance Department to ensure proper benefit deduction and allocation,
aligning with financial reporting requirements and maintaining compliance with company
policies and regulations.
d. Proactively identify and resolve discrepancies related to employee and retiree benefits, using
problem-solving skills to ensure all issues are addressed in a timely and efficient manner.
e. Explore and recommend cost-reduction opportunities related to benefits programs, working
with senior management to ensure that the organization’s benefits offerings are both
competitive and cost-effective.
10. Employee Benefits Communication:
a. Lead the development and distribution of comprehensive benefits-related communications,
including open enrollment materials, benefits summaries, and other updates, ensuring clarity
and accessibility for all employees.
b. Provide ongoing support and guidance to employees in understanding their available
benefits options, offering expert advice to help employees make informed decisions about
their healthcare, retirement, and other benefit plans.
11. Data Management:
a. Oversee the accurate maintenance of employee benefits data, including enrollments,
changes, and terminations, ensuring integrity and compliance with internal policies and
external regulations.
b. Develop and generate management reports detailing benefits participation trends, utilization
metrics, and cost analysis to support strategic planning and decision-making.
c. Respond to internal and external requests for benefits and employment-related data,
including census reports, audits, and ad hoc reporting needs, ensuring accuracy, timeliness,
and confidentiality.
12. Special Projects:
a. Provide best efforts and a cooperative spirit on special projects outside of normal
responsibilities, when requested by the supervisor.
13. All other duties as assigned.

VI. WORK SCHEDULE: This position will generally work a standard 40-hour workweek, during City Hall
Hours of 8:00 a.m. to 4:30 p.m. Monday through Friday. However, the position
may require additional time commitments outside of these hours, including
evenings and weekends, particularly for meetings and events.

VII. QUALIFICATIONS:
PREFERRED QUALIFICATIONS
1. Master's degree in Human Resources, Business Administration, Public Administration, Industrial
Relations, or a closely related field with three (3) years of professional experience in a human resources
role with related responsibilities and/or training—preferably in a unionized work environment.

MINIMUM QUALIFICATIONS
1. Bachelor’s degree in Human Resources, Business Administration, Public Administration, Industrial
Relations, or a closely related field with five (5) years of professional experience in a human resources
role with related responsibilities and/or training—preferably in a unionized work environment.
2. Ability to read, analyze, and interpret business publications, professional journals, technical
procedures, collective bargaining agreements, and government regulations.
3. Strong written and verbal communication skills, with the ability to draft reports, correspondence, and
procedure manuals using plain language principles.
4. Skilled in presenting information clearly and responding effectively to questions from managers,
employees, union representatives, and the public.
5. Proficient in performing calculations involving discounts, interest, percentages, and similar figures.
6. Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
7. Strong analytical skills with the ability to define problems, collect and evaluate data, and draw sound
conclusions.
8. Solid knowledge of HR functions including labor relations, grievance handling, position classification,
recruitment, performance management, and employee development.
9. Excellent organizational skills with high attention to detail.
10. Effective time management and the ability to meet multiple deadlines in a dynamic environment.
11. Strong written and oral communication skills, tailored to various audiences including union officials
and city leadership.
12. Exceptional interpersonal and conflict resolution skills, with the ability to foster collaborative
relationships with employees and union representatives.
13. Flexibility to adapt to evolving organizational needs and labor environments.
14. Demonstrated ability to manage and prioritize multiple projects and competing demands.
15. Demonstrated ability to cross-train subordinate staff effectively, when needed, by approaching the
task of training with patience and clarity, ensuring that each team member has the tools and
understanding necessary to perform their duties to the required standards.
16. Thorough knowledge of Federal and State labor/employment laws and regulations, including those
specific to unionized settings (e.g., NLRA, FLSA, FMLA, ADA).

VIII. PHYSICAL REQUIREMENTS are those necessary to successfully perform the essential functions of this job:
1. Often required to use hands to finger, handle, or feel objects, tools, or controls, and to reach with
hands and arms.
2. May operate a keyboard for up to eight (8) or more hours per day.
3. Occasionally required to stoop, kneel, crouch, or crawl, using extremities as needed.
4. Ability to occasionally lift, push, or pull up to a standing position.
5. Specific vision abilities required include close vision, color vision, and the ability to adjust focus.
6. Regularly required to read and interpret documents and other written materials.
7. Regularly required to communicate and exchange information with others in person verbally, over the
telephone, and through written communication.
8. Frequently required to remain stationary and move within the building to attend meetings, access
files, and operate office machinery.
9. May be required to travel around the city for meetings or events.
10. Regularly required to operate computers and other office equipment, such as copiers, printers, fax
machines, and other tools typically found in an office setting.
11. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

IX. WORK ENVIRONMENT:
1. The work environment is primarily an office setting, with a moderate level of noise from phones,
conversations, and office equipment.
2. The position may require extended periods of sitting, working at a computer, and performing tasks
that require attention to detail.
3. Occasional travel to meetings or events within the city may be required. Valid driver’s license is
required.
4. The office is climate-controlled, and employees are expected to follow all safety protocols and
organizational policies to maintain a safe and efficient workplace.
5. The role will involve interacting with the public and other departments, requiring professional
communication and a customer-service-oriented approach.

X. PRE-EMPLOYMENT TESTING
1. Successful completion of pre-employment physical and drug screen is required.
2. Successful completion of comprehensive pre-employment background investigation is required.

XI. EMPLOYMENT STATUS
This position qualifies as exempt under the Administrative Exemption of the Fair Labor Standards Act
(FLSA). The Human Resources Coordinator performs work directly related to the management or general
business operations of the organization, including the development and implementation of policies,
procedures, and programs related to human resources, labor relations, compensation, benefits,
compliance, and organizational planning. The position requires the exercise of discretion and independent
judgment with respect to matters of significance on a regular and consistent basis, including policy
interpretation, strategy development, and high-level decision-making affecting organizational operations.

This Human Resources position is designated as confidential under the Minnesota Public Employment
Labor Relations Act (PELRA), Minnesota Statutes §179A.03, Subd. 4. As defined by PELRA, a
confidential employee is one who has access to labor relations information, including collective bargaining
strategies, grievance and disciplinary matters, and personnel data related to employees within recognized
bargaining units. Due to these responsibilities and the nature of the work, this position is excluded from
union representation.

This job description is not an employment contract and does not create any binding agreement between
the employer and employee. It is subject to change at the discretion of the employer to meet
organizational needs and evolving job requirements.