Human Resources Assistant

Job Summary:

The Human Resources Assistant plays a vital role in supporting the HR and Medical Staff department’s day-to-day operations. The role will manage and assist with various HR functions including payroll, onboarding, transfers and promotions, and terminations. This role will manage the administrative aspects of the Human Resources Department and Medical Staff Office including, but not limited to, scanning, filing, audits, and mail distributions.

Hours:

• PRN Temporary 

Essential Job Functions: 

Payroll

• Review employee time and attendance records including hours worked, overtime, bereavement, catastrophic time, low census, and unpaid time
• Input all missed punches, shift differentials, paid time off, low census and bereavement pay for employees in accordance with organizational policy and approved submissions
• Verify the accuracy and completeness of the collected payroll data while ensuring compliance with state and federal regulations
• Research and correct payroll discrepancies or errors in payroll data and provide appropriate communication to employee and department leaders
• Respond to employee inquiries regarding payroll and escalate complex issues to the HR Manager as appropriate
• Maintain accurate and confidential payroll records and files
• Input payroll changes into HRIS system including but not limited to 401K changes, benefit premium changes, paid time off payouts, wellness incentive cashouts, etc.
• Collaborate with applicable HR team member(s) on payroll entries related to leaves of absences and input information accordingly
• Run and review payroll reports from the HRIS to validate accuracy
• Ensure timesheets are reviewed and approved by department managers prior to payroll submission
• Act as a liaison between employee and Corporate payroll for operational issues unsolved at the local level
• Manage unemployment documentation
• Collaborate with Corporate Human Resources on payroll process improvements
• Continuously evaluate payroll processes and recommend improvements to the HR Manager

Employee Life Cycle

Onboarding 

• Prepare new employee orientation folders and materials
• Ensure accurate completion of onboarding and employment forms
• Coordinate and lead new hire paperwork meetings
• Complete, verify and maintain Form I-9 documentation and eligibility requirements
• Process new hires into the HRIS system
• Complete new hire PARS accurately
• Execute onboarding checklist

Status Changes and Transfers  

• Complete status change and internal transfer PARS accurately
• Create employee transfer and status change documentation including, but not limited to, memos and job descriptions
• Execute status change and transfer checklist
• Coordinate completion of status change and transfer paperwork

Terminations 

• Complete termination PARS accurately
• Execute termination checklist and calculate PTO payouts
• Maintain offboarding documentation in collaboration with the HR Manager and HR Director

Other  

• Monitor the completion of new hire 90-day check-in survey for new hires and transfers
• Collaborate with manager to ensure completion of new hire 90-day check-in meeting for new hires and transfers
• Manage employment spreadsheets including, but not limited to, employee locker assignment, years of service, new hire, termination and status change trackers throughout the employee lifecycle
• Respond to verifications of employment
• Identify process gaps in onboarding and offboard and escalate recommendations to the HR Manager
• Maintain accurate personnel file records in compliance with state and federal laws and accreditation standards

Licensure, Certifications, and Background Checks  

• Lead reminder communication of license renewal upon impeding expiration
• Conduct primary source verification of employee licensure and certifications
• Monitor expirables and maintain accurate records within licensure and certification platform
• Scan and file employee licensure and certifications into the personnel file
• Conduct monthly employee Wisconsin Caregiver Background Checks

Medical Staff

• Act as back-up to the Medical Staff Coordinator in functions including, but not limited, to initial appointment and reappointment of providers, focused and ongoing professional practice evaluations, and monitoring and primary source verification of license and certification expirables
• Assist in medical staff audits and data entry within the medical staff credentialing platform
• Provide administrative support on Medical Staff Office projects

Administrative

• Manage administrative aspects of the position with accuracy including scanning, document retention, and data entry
• Monitor and distribute the Human Resources Department and Medical Staff Office’s mail
• Prepare mailings for distribution on behalf of the human resources department and medical staff office
• Track completion of HR related deadlines required of employees and provide reminder communication through appropriate channels
• Assist in carrying out the initiatives of the Human Resources Department through the execution of assigned tasks and projects
• Ensure position specific procedures are up to date and accurate

Other

• Act as back up to the other Human Resources staff as needed, specifically to the HR Generalist in leading new employee orientation
• Escalate employee non-compliance policies and/or procedures to the HR Manager
• Provide friendly, positive, and consistent service to all those interacted with on behalf of the organization
• Maintain confidentiality in all aspects of role
• Use the organization's secure messaging platform in accordance with departmental protocols, including timely receipt and responses to communications

Perform other duties as assigned

Knowledge, Skills & Abilities  

• Quality assurance and accreditation standards
• Discretion and strict confidentiality when managing sensitive records, conversations, and organizational data
• Effective English communication in verbal and written format
• Quality work including attention to detail and accuracy
• Basic computer proficiency
• Carry out organization’s customer service standards
• Prioritize tasks effectively through managing workload based on urgency and importance
• Capacity to work independently and as part of a multidisciplinary team
• Continuously learn and improve through staying up to date on job specific trends, policies and new technologies
• Successfully demonstrate organization-wide performance review competencies

Qualifications  

• Demonstrates eligibility for employment in the U.S.
• Associate’s degree in human resources, business administration or related field of study required
• Two (2) years of human resources or related experience preferred
• Must possess a cell phone that interfaces with the organization’s secure messaging system

Benefits: 

• Comprehensive health, dental, and vision insurance
• Health Savings Account with an employer contribution
• Company paid life insurance
• Free scrubs with laundry service
• Free meals
• PTO
• 401(k) retirement plan with 4% company match
• Tuition reimbursement
• Wellness reimbursement