JOB SUMMARY:

The Human Resources Specialist is responsible for managing all human resources activities within the organization while remaining in compliance with state, federal and local regulations. The Human Resources Specialist serves as the Privacy Officer ensuring compliance with applicable federal and state HIPAA regulations and guidelines, particularly regarding the organizations’ access to and use of protected health information (PHI). The HR Specialist must provide strong consultative skills and assist employees and management in all aspects including but not limited to employee relations, interpreting company policies and practices, recruitment and selection, investigations, and benefit administration.

DUTIES AND RESPONSIBILITIES:

Employee Recruitment:

• Recruitment by posting position vacancies, editing job descriptions, conducting reference checks, drafting and sending letters to candidates.
• Host job interviews in concert with the supervisors, as required.
• Coordinate the pre-employment process for employee and contractor candidates, such as employment verifications and background checks.
• Coordinate and conduct on-boarding, including new hire orientations and trainings.

Personnel Files:

• Direct and oversee all employee benefit programs which includes medical, dental, vision, short-term/long-term disability, life insurance and 401k plan. This includes processing all employee benefit enrollments, changes, and cancellations in Paychex.
• Oversee, monitor, and coordinate staff off-boarding and process employee separation documentation and notifications.
• Maintain employee records per accreditation, licensing, and credentialing requirements as well as HIPAA law.
• Maintain all personnel files, to include training, credentialing/privileging, and health records.
• Conduct the monthly Medicaid/Medicare Exclusion Search for all staff.
• Maintain and verify completeness of all HR paperwork in personnel and employee medical files.
• Follow-up with employees and supervisors regarding missing documentation, such as performance evaluations, training certificates.
• Create and maintain the performance evaluations for all positions in HRIS.
• Manage and administer leaves of absence, transfers, and promotions.
• Oversee and monitor the disciplinary process, employee complaints/grievances, EEO issues and FMLA and other accommodation requests.
• Prepare and submit required forms (Network Access Request, Payroll Action Forms, etc) for all applicable employee changes.

Compliance:

• Direct and implement compliance with and/or reporting of HR law and all grantee entities.
• Monitor and coordinate all Worker’s Compensation claims, FMLA claims, and EEOC charges.
• Ensure wage-and-hour/FLSA compliance, including overtime and proper use of exemptions.
• File appropriate compliance reports with regulatory agencies.
• Create and maintain professional contracts in coordination with attorneys.
• Develop/revise HR/Administrative policies and procedures and Employee Handbook
• Manage HR Department 3rd party administrator contracts with Benetrac (benefits programs), TASC (ERISA compliance), Paychex (COBRA compliance), and UTCA (SUI tax analysis and benefit charges).
• Monitor salary/grade levels utilizing Salary.com CompAnalyst for competitiveness in industry and fairness in organization.
• Compile data reporting for employee concerns, client grievances, and incident reports involving employees.
• Coordinate worker’s compensation treatment/post-accident drug screens and submit claims via LWCC Interactive.
• Evaluates the organization’s existing policies and procedures for HIPAA compliance by performing HIPAA risk assessments.
• Collaborates with management, administration, and legal counsel to identify and address privacy policies and procedures that require improvement.
• Develops and assists with implementation of new and updated policies and procedures.
• Maintains policies and procedures related to PHI access and use; ensures strict adherence by all staff with access to PHI.

Engagement:

• Interact frequently with agency executive management, directors, managers, and employees to provide guidance, information, and to facilitate the resolution of issues.
• Consult employment attorneys as needed at Breazeale, Sachse & Wilson L.L.P. regarding employee issues to minimize liability risk.
• Collaborate on a strategic level with executive management on a variety of Human Resources and business-related initiatives to support organization and operational goals.
• Conduct and report on all internal investigations to executive administration.
• Implement and maintain Employee Satisfaction Survey.
• Handle and respond to verification of employment requests regarding former/current employees.
• Attend and participate in Quality, Safety, and Risk Management meetings and report to the Policy Committee of the board.
• Assist with employee appreciation events.
• Perform other duties as assigned.

OTHER RESPONSIBILITIES/ACTIVITIES:

• Adheres to dress code; appearance is neat and clean.
• Treat patients and their families with respect and dignity.
• Communicate appropriately and clearly with all staff.
• Always maintain and ensure patient confidentiality.
• Report to work on time and as scheduled.
• Maintain a good rapport and cooperative working relationship with all staff.
• Represent organization in a positive and professional manner.
• Comply with all organizational policies regarding ethical business practices.

SKILLS AND ABILITIES:

• Apply knowledge of Human Resources principles and practices, including agency, state and federal laws applicable to work performed by the organization.
• Skilled in establishing and maintaining effective working relationships with other employees, patients, organizations, and the public.
• Skilled in developing, implementing, and administering work processes.
• Detail oriented and tolerant of frequent interruptions and distractions from staff.
• Effectively communicate with colleagues and staff.
• Ability to work under minimum supervision and demonstrate strong initiative.
• Ability to deal in an organized manner with problems involving multiple variables within the scope of the position.
• Ability to make independent decisions when circumstances warrant.
• Ability to recognize, evaluate, solve problems, and correct errors, and to develop processes that eliminate redundancy.
• Ability to communicate effectively in writing, over the telephone, and in person.

SUPERVISORY REQUIREMENTS:

• None.

QUALIFICATIONS:

• 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.
• Any equivalent combination of education and experience determined to be acceptable.
• Knowledge of HIPAA compliance.
• Understand the ethics of confidentiality.
• Experience working in a culturally diverse, patient centered atmosphere.
• Must submit to TB screening and any vaccinations recommended by OSHA guidelines.

EDUCATION/EXPERIENCE:

Minimum qualifications include the following:

• Bachelor’s Degree in Human Resources.
• At least three years of Human Resources experience.
• Must be detail oriented and efficient in multitasking.
• Strong customer service skills.
• Computer proficiency and knowledge of Microsoft Outlook, Word, Excel, and PowerPoint.

• Experience working at a Federally Qualified Health Center, preferred

LANGUAGE:

• Able to communicate effectively in English, both verbally and in writing.

CERTIFICATIONS/LICENSURE:

• PHR/SPHR (Senior Professional in Human Resources) and/or SHRM-CP (Certified Professional)/ SHRM-SCP (Senior Certified Professional) certification, preferred.
• Must maintain current BLS life support certification.

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