Job Description
Job Description
DEPARTMENT: Human Resources
REPORTS TO: Human Resources Manager
SCHEDULE- M-F 8-5
PAY- $28-31/HR
For immediate consideration, please email your resume today! -Ashley
POSITION SUMMARY:
The Human Resources Coordinator will provide operational and administrative support
to the Human Resources Department. This will involve processing employee changes,
supporting orientations, recordkeeping, HRIS upkeep and maintenance, employee offboarding, metrics & reporting, etc. This role is also responsible for maintaining all
personnel files.
DUTIES & RESPONSIBLITIES:
HR Support Duties:
1. Supports and organizes new hire orientations for Chapa-De employees, and nonemployees.
2. Manages non-employee orientation schedule, calendar invites, checklist,
presentations and paperwork for facilitators and employees ensuring internal
standards are met.
3. Maintain current and compliant personnel files to meet employment
laws/regulations, AAAHC, funding requirements, organizational policies and
department filing requirements.
4. Assist with the administration of leave of absences and reasonable
accommodations. Responsible for the tracking and reporting of requests and
deadlines for documentation submission, fit for duty paperwork deadlines, and
return clearances to HR Generalists and HR Manager. Anticipates delays and
elevates situations to HR Generalists and HR Manager proactively to ensure
minimal impact to operations.
5. Process, verify, and maintain employee records, notify employees when
personnel items, including current state licenses and certificates, are due.
6. Prepare employee notices including (but not limited to) Action Notices, merit
increase notices, and market analysis notifications, change in hours approvals for
supervisor distribution, etc.
7. Manage the HR email inbox and responds employee inquiries with thoughtful,
accurate and timely communication. Elevate inquiries to other HR team
members when appropriate.
8. Accurately complete employment verifications in accordance with our policies
and procedures.
HRC 10-26 Page 2 of 4
9. Prepare weekly and monthly All Staff communications to announce new hires,
birthday and anniversary celebrations, EAP benefits, promotions, job changes,
and transfers, etc.
10. Assists with the tracking and administration of employee anniversary gifts
program including inventorying gifts and distributing in a timely manner.
11. Assists with the implementation of HR policies and programs.
12. Regularly updates and publishes accurate organizational charts and
documents.
13. Compiles HR metrics & reports to appropriate audiences.
14. Create I.D. badges for new employees, as well as replacements when needed.
15. Provide assistance and support during audits, program reviews, surveys and
system appraisal as required.
16. Assist the Human Resources Manager and Human Resources Director with
special projects.
17. Utilize Microsoft Office Suite to develop reports & analyses, graphics,
presentations, documents, forms, and complete internal audits to meet Agency
and HR operational needs.
18. Oversees breakroom bulletin boards. Coordinates with Facilities and
Administrative Coordinators to ensure updated and compliant information.
Proactively suggests bulletin ideas for improved engagement and compliance.
19. Responsible for employment law posters and other required postings, ensuring
timely posting and proactively identifies timing for reorder and reposting during
mid or end of year cadence. Elevates suggestions for additional posters to HR
Manager.
20. Under direction of the HR Manager, completes required compliance reporting
including annual OSHA reporting, etc.
Human Resources Information Services (HRIS):
21. Serve as primary contact for technical support, troubleshooting, and guidance
to supervisors, employees and HR.
22. Ensure accurate day-to-day administration in all active modules.
23. Process employee changes with a high-level of attention to detail, timeliness and
accuracy. Ensures thorough communication to stakeholders from notification to
confirmation of completion.
24. Regularly suggests, tests, and designs HRIS configuration and reports to meet
changing business initiatives, increase efficiencies, minimize risk, simplify user
experience, and meet paperless documentation goals.
25. Process, verify, and maintain HRIS data for each employee ensuring data meets
established standards for accuracy and integrity.
26. Owns data verification and regular auditing of HRIS data and personnel files (for
completeness, compliance with department standards, and integrity. Reports
audit findings and proposes solutions (if applicable) to HR Manager. Executes
approved solutions to ensure data and files are complete and compliant.
HRC 10-26 Page 3 of 4
27. Conceptualize, design, and distribute reports to HR team, supervisors and
executives. Proactively suggest reporting and data sharing to empower
supervisors, HR department and Leadership team make informed decisions.
28. Owns the tracking and timely completion of all active to-do’s and outstanding
tasks including checklists, forms, remote work, performance reviews & self-evaluations, timecard attestations, etc. Independently responsible for auditing
completion status and communication to the HR team and/or employees and
supervisors.
29. Troubleshoots technical issues with UKG support and ensures timely resolution.
30. Builds and modifies checklists, workflows, performance reviews, questionnaires,
custom forms, documents, dashboards, etc. to meet organizational and
department needs.
31. Manages and develops HRIS training material (ex. Job aids, training videos, etc.)
for distribution to system approvers, employees, and supervisors.
32. Creates and maintains updated HR process documentation relating to HRIS
actions and other HR processes.
33. Understand and promote the mission, vision, and values of Chapa-De both in the
work place and in the community.
34. Maintain compliance with all state and federal laws and regulations, as they
pertain to position including; HIPAA, sexual harassment, Scope of Practice,
Accreditation Standards, OSHA etc.
35. May be assigned to other clinics and locations based on agency and
department needs.
36. Perform other duties as assigned.
MINIMUM QUALIFICATIONS:
1. High School graduate or GED equivalent.
2. Two years’ prior administrative experience, preferably in Human Resources.
3. Two years’ experience with HRIS software or similar database including working
knowledge of system functionality and troubleshooting.
4. Proficiency with Microsoft Office including ability to perform:
a. Microsoft Word Mail merges, document edits and formatting
b. Microsoft Powerpoint presentation editing, formatting, tables, and insertions
c. Microsoft MS Excel Vlookups, pivot tables, Sum functions, etc.
5. Demonstrated ability for handling multiple job assignments & effective time
management skills.
6. Demonstrated resourcefulness and strong ability to learn new technology.
7. Must be self-motivated with the ability to perform assignments independently.
8. Demonstrated problem solving skillset and a high degree of work ownership is
required.
9. High degree of attention to detail.
HRC 10-26 Page 4 of 4
10. Excellent verbal and written communication skills; ability to maintain high level of
confidentiality required.
11. Able to interact effectively with all levels of management and peers.
12. Valid Driver’s License, vehicle insurance, and DMV printout.
PERFERRED QUALIFICATIONS:
1. AA degree or 3-5 years of Human Resources or administrative experience.
2. Prior experience using UKG Ready with experience with system configuration.
3. Experience with HRIS system configuration and module customization.
4. Advanced skillset in Microsoft Excel
5. Familiarity and understanding with California state and federal labor laws.
6. Prior Human Resources experience in the health care industry.