Human Resources Specialist

JOB TITLE: Human Resources Specialist FLSA STATUS: Exempt DEPARTMENT: Human Resources SUPERVISED BY: Human Resources Director

I. POSITION FUNCTION SUMMARY

The Human Resources (HR) Specialist provides support to the HR Director, HR Managers and other HR Team members. Assists with the administration of the day-to-day operations of the human resource functions and duties. The HR Specialist handles administrative and clerical duties of the HR department.

II. ESSENTIAL DUTIES AND RESPONSIBILITIES

The HR Specialist will assist the HR department in the following areas:

• Supports all internal and external HR related inquiries or requests.

• Maintains employee files and the HR filing system.

• Assists with the day-to-day efficient operation of the HR office.

• Schedules meetings, interviews, and HR events.

• Works closely with the HR Team to provide support as needed on highly confidential human resource matters and special projects including trainings, audits and other projects.

• Conducts or assists with new hire orientation.

• Assist with day-today filing of various HR forms and documents.

• Performs other duties as assigned.

Personal Action Form (PAF) Processing and Tracking

• Completes Personal Action Form (PAF) process and assures employee, position and salary information are accurately entered on the form with supporting documentation attached.

• Responsible for tracking the status of all PAF’s to ensure all required signatures are collected in a timely manner.

• Forwards a copy of signed PAF to appropriate HR team member to be entered into the ADP system for new hires, termed employees, position, salary or FTE changes and employee leave.

• Files original signed PAF into employee HR file after information has been updated into the ADP system.

PTO Cash Out Processing and Tracking

• Receives employee PTO Cash Out requests.

• Verifies PTO balance amount in ADP is sufficient and the form is accurate, complete and signed by the employee prior to forwarding to the HR Director for review and signature.

• Receives signed form from HR Director and forwards to the Finance Department for processing.

III. POSITION SPECIFICATIONS

Requirements of Position

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

Education and Experience

• High School graduate or GED Certificate.

• One year of HR experience in a healthcare setting preferred.

Skills and Abilities

• Ability to enter and analyze data and other information.

• Close attention to detail and strong organizational skills.

• General math and reporting skills.

• Excellent verbal and written communication skills.

• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.

• Proficient with Microsoft Office Suite or related software.

Language Skills

• Ability to read and interpret documents such as government regulations and guidelines, patient records, operating and maintenance instructions, procedure manuals, etc.

• Ability to write at a minimal level of competence, including internal reports and memoranda.

• Ability to communicate with diverse groups of people to include staff and providers and patients.

• Ability to communicate effectively with patients and their families to make their visit a pleasant experience.

• Sensitivity to the multicultural nature of the service area population and may be required to communicate in another language.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to lift up to 15 pounds.

Personal Characteristics

Personal characteristics include being a team player, self-starter working well with minimal supervision, high integrity, good personal habits, regular work attendance, courteous and friendly, able to work well with diverse groups of people, organization of multiple tasks and projects, and gain and maintain respect of others, both inside and outside HICHC and the communities it serves.

Confidential and Sensitive Information

Because the employee has access to personal and professional data regarding individual employees and their families, personal data regarding individual patients and the families, and/or sensitive company financial data, an essential job result is the maintenance of a high level of confidentiality of the information processed by the employee. Violation of this confidence may result in disciplinary action, including termination of employment.

IV. PHYSICAL CHARACTERISTICS/WORKING CONDITIONS

General Remarks: The work environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential tasks and functions.

Environment: The noise level in the work environment is usually moderate. There are no known environmental hazards on the premises. Work environment is often stressful. Work is mostly inside, and normal office worker safety precautions and practices are required. Incumbent may be exposed to patients' conditions and some-unpleasant sights, smells and contagious diseases including virus, disease and infection from patients and specimens in working environment. All employees are offered the opportunity to receive the Hepatitis B vaccination series.

Equipment Use: Frequent use of telephone system and office equipment including but not limited to computer, printer, facsimile machine, copier and general office supplies. Occasional use of wheelchair, gurney and other assisted devices for patient transfers in the clinic.

Work Hours: Eight hour work days. Incumbent will be scheduled based on operational need.

Mental Demands: Duties require attention to detail, alertness, problem solving, tolerance to stress and exercising sound judgment. Duties require high tolerance and adequate coping skills for dealing with loss, grief and bereavement. Good stress reduction and management skills are essential

V. REMARKS

The foregoing position description is not all-inclusive of the duties that may be assigned to the employee. In order to ensure maximum flexibility and efficiency and to encourage cross training, employees will be assigned additional duties as deemed necessary or desirable by HICHC.