human resources specialist
Providence House Mission Statement
Providence House keeps kids safe and families together, embracing them with support to strengthen communities.
Reports to:
Human Resources Director
Position Type/Expected Hours of Work
This is a full-time, exempt position. Typical hours of work and days are Monday through Friday, 9:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand.
Major Functions:
The Human Resources Specialist will be responsible for understanding, supporting and improving the following functional areas: full cycle recruiting, employee relations, training, payroll and benefits management, and employee engagement.
Requirements
Personnel Lifecycle Management
- Collaborate with department managers on sourcing and recruiting of exempt, non-exempt, and volunteer positions. This may include, but is not limited to, creating job descriptions, posting positions, proactively sourcing candidates, attending job fairs, screening resumes, coordinating and conducting interviews (with other staff as appropriate), preparing offer letters and new hire packages, conducting and interpreting reference and WebCheck background checks and responding to all position inquiries as appropriate.
- Schedule and conduct background checks with WebCheck system for staff, volunteers and community organizations with Recruitment, Training &Compliance Coordinator as back-up.
- Creates all pre-employment paperwork as well as onboarding paperwork for all new hires, including but not limited to tax and benefit elections, and benefits account set-up, and other related procedures for a new hire. Coordinate new hire schedule with hiring managers and as back-up to the Recruitment, Training &Compliance Coordinator conducts new hire orientation for all volunteers and staff; to include CPR training to new and existing staff.
- In the event of termination or resignation, works with appropriate department manager to ensure that the terminated employee understands the basis of the termination or undertakes an exit interview with a resigning employee to understand the reason for leaving and gain insight into any organizational issues. Coordinates procedures on the termination checklist for departing employees or volunteers to ensure deactivation of access badges, keys, email, network security, and other access points are secured as shown in the termination checklist.
- Prepare reports evaluating department performance as it relates to recruiting, employee satisfaction, employee turnover on a regular basis for board meetings and (monthly, quarterly, annually, as needed)
Performance Management
- Serves as a department liaison handling any HR related questions, interpreting and explaining human resources policies, and helping resolve employee relations issues as necessary. Provides guidance with documentation protocols, meetings, and procedures in the disciplinary process, and ensures documentation is properly recorded and placed in personnel file.
- Assists with performance review processes for all personnel.
Benefits and Payroll Management
- Manages benefits administration, vendor communication as it relates to customer resolution, enrolling eligible employees in new or existing programs, and communicates any benefits changes to personnel.
- Processes and documents all new hires, volunteers, status changes, terminations, and benefit changes. Notifies vendors and updates HRIS systems with changes. Provides information on changes to Finance Department to reconcile vendor invoices.
- Responsible for assisting with payroll processing in conjunction with finance. This includes any payroll changes, adding new hires, and producing payroll reports as needed. Verify timesheet accuracy and payroll deductions, tracks paid time off (PTO) and compensatory time off to ensure accurate record-keeping, proper employee notification, manager approval, and adherence to the policies.
- Coordinates all necessary documentation for worker’s compensation or unemployment claims filings.
Policies and Procedures
- Works with Human Resources Director and appropriate staff to update employee manuals and policies, ensuring ODJFS licensing, CARF, ODE, OhioMHAS, and other local, state, and federal employment requirements are met.
- Stays abreast of employment law and changes in applicable federal, state, and local laws pertaining to employment, ODJFS requirements, and childcare law. Implements changes and/or updates where appropriate. This includes changes in payroll taxes and related expenses.
- Ensures staff education on various HR policies and practices to ensure compliance with the organization’s policies.
- Maintains and audits personnel files for all employees and volunteers to ensure appropriate record-keeping and conformance to ODJFS, CARF, ODE, Ohio MHAS, and Medicaid compliance and local, state and federal employment requirements.
Organizational Culture
- Ensure all job descriptions are up-to-date and complete. Stay abreast of job duty changes and adjusts as necessary.
- Cultivate and maintain productive relationships with staff and volunteers to establish Human Resources Department as a resource for all personnel. Responds to employee questions about workplace culture, performance issues, complaints or grievances, benefits, or policies and procedures in a timely and professional manner.
- Maintains positive and proactive relationships with department directors and managers regarding morale and employee issues. Is attuned to lack of compliance with personnel policies and procedures.
- Interfaces and works effectively with all levels of the organization.
Coordinates all employee and volunteer recognition and reward programs as well as staff and volunteer appreciation activities and events in conjunction with the Recruitment, Training & Compliance Coordinator.
General Duties
- Strives to be culturally competent and supportive of diversity in both service to internal and external customers.
- Attend and assist with the organization and execution of Providence House special events including Annual Luncheon, Deck the House, and other speaking engagements or fundraising events as assigned.
- Other duties as assigned.