Job Summary

The Human Resources Representative is responsible for performing a variety of human resources support functions including: acting as department receptionist and first contact with public and employees, filing and recordkeeping, assisting with employee relations activities, and providing administrative support to the Manager, Human Resources. Maintains personnel files in compliance with applicable legal requirements. Maintains high standards of confidentiality of all employee records and information. Recognizes the necessity of taking ownership of one’s own motivation, morale, performance, and professional development. Strives for behavior consistent with being committed to Independence Health’s missions, vision, and values.

Essential Job Functions

• Greet, welcome, and assist individuals who initiate inquiries with Employee Relations. Provide high customer service for both phone and in-person inquiries.
• Responsible for managing the front desk, answering phones, greeting visitors, and responding to basic employee inquiries.
• Answer employee or managers questions courteously, promptly, and accurately, based on policy and protocol. Refers to Manager, Human Resources or Director, Employee Relations or other area of the Health system as appropriate.
• Maintains professional working relationship with all employees, applicants, visitors, callers, and business professionals.
• Provide clerical and administrative support services to members of the Employee Relations Team.
• Maintain employee files on-site in hard copy and electronic form.
• Aid in annual review of files including regulatory compliance for active files and storage of inactive files.
• Collaborate with HR Team to archive files with storage vendor. Aids in retrieving files from vendor as needed.
• Complete accurate and timely data entry of confidential personnel information
• Administer basic reports for tracking and compliance. Reports include but not limited to licensure, clearances, additional job qualifications and terminations.
• Assists in preparation and execution for annual HR initiatives and regulatory standards such as, employee engagement events (service awards, onboarding, surveys, etc.), DOH surveys and unemployment items.
• Provide general administrative support for projects as needed.
• Provide support with ordering of office supplies, reviewing and organizing incoming mail, assist with filing/printing/copying/faxing/emailing items in a timely manner.
• Respond to basic human resources questions and requests from employees or direct them to other human resources staff or Independence Health resources as appropriate.
• Assist with timely data entry of licenses, certifications, clearances, and corrective action.
• Scan and organize documents for deposit in electronic document storage.
• Assist in new hire folder review to ensure compliance for employee onboarding.
• Aid in resolving employee relations issues such as complaints, allegations, and procedures.
• Perform other duties as assigned.

Required Qualifications

• Associate Degree in Human Resources or related field
• Valid PA Driver’s License.
• 1 year experience in Human Resources or related field.
• Proficiency in the use of Excel Spreadsheets, PowerPoint, and various software programs.
• Proficiency in Microsoft Office including Outlook.
• Excellent communication, interpersonal and organizational skills.
• Ability to communicate with all members of the healthcare team.
• Sound judgment, problem solving skills, strong oral and written communication skills, ability to follow directions from other team members; works independently assigned duties.
• Ability to multi-task and prioritize assignments in a fast-paced environment.
• Excellent Customer Service Skills.
• Highly organized and detail oriented.
• Ability to multitask and prioritize assignments.

Preferred Qualifications

• Experience with Applicant Tracking System a plus.

License, Certification & Clearances

• Act 34-PA Criminal Record Check from the PA State Police system

Supervisory Responsibilities

• This position has no direct supervisory responsibilities, but does serve as a coach and mentor for other positions in the department.

Position Type/Expected Hours of Work

• Incumbent will be scheduled for primarily day shift with occasional off shift recruitment or networking events.
• Travel may be expected locally among Independence Health locations and in the community.

AAP/EEO

• Independence Health is an Equal Opportunity Employer. It is the policy of Independence Health to prohibit discrimination of any type and to afford equal employment opportunities to employees and applicants, without regard to race, color, religion, sex, national origin, age, marital status, non-job related disability, veteran status, or genetic information, or any other protected class. Independence Health will conform to the spirit as well as the letter of all applicable laws and regulations.
• Ability to perform the Essential Functions listed on the Physical Conditions and ability to perform the Essential Functions on the Working Condition chart below.

Work Environment

Effective March 2020 or during pandemic: goggles, face shield and mask are required according to CDC guidelines

Physical Demands

When lift requirement is in excess of 50#, lift assistance (2 person) and/or transfer device is required.