What are the responsibilities and job description for the HR Assistant/HR Coordinator position at Medical Associates?
Are you someone who is organized, detail-oriented, self-driven, open to change, and have strong communication and customer service skills? Medical Associates is looking for a motivated, team player to join our dynamic and fun Human Resources team!
Where You Will Be Working:
Medical Associates Clinic and Health Plans is a multi-specialty group practice combined with a growing health insurance company. Our 1100 health care and health insurance professionals lead the way in providing quality healthcare and top-notch insurance products in Northeast Iowa, Southwest Wisconsin and Northwest Illinois. This position is key role on our HR Team and supports our entire organization from our HR department located at the West campus in Dubuque, Iowa.
What You Will Be Doing:
As an HR Assistant, you will be responsible for providing HR support to the broader organization and administrative support to the CHRO, HR Managers and other HR team members. You will work on a wide variety of HR administrative duties including: timekeeping/payroll processing, employee reward and recognition program coordination, student coordination, maintaining employee records and files, new hire onboarding support, etc.
A full list of essential functions follows but high points of the role include:
- You will provide excellent customer service to internal and external customers who visit in person, call on the phone, email or contact Medical Associates from the outside
- Process payroll bi-weekly with strong attention to detail
- Coordinate employee recognition programs, other HR relating meetings and events, and new hire onboarding
- Coordinate student rotations
- Coordinate and maintain MA staff professional licensure, certification, training documents and other important employment related documentation.
Schedule: Core business hours are Mon-Fri 8:00-5:00, 40-hour work week, hourly position with full benefits.
What Skills You Bring:
- Excellent communicator (verbal and written) with strong customer service skills and welcoming personality
- Strong organization with attention to detail and multitasking skills with ability to follow through to completion
- Critical thinking and willingness to ask questions and utilize resources to find answers
- Demonstrate flexibility, ability to pivot quickly when priorities change, and eagerness to learn and take on new things
Essential Functions & Responsibilities:
- HR Assistant will become fluent in answering a variety of HR related questions efficiently and accurately and/or getting issues to the correct place within the HR Team so that they may be properly addressed. This involves learning many HR policies and processes and ensuring accuracy of work. HR Assistant will ask probing questions to fully understand each customer's needs and will be proactive and well organized with follow-up.
- HR Assistant will be trained in all aspects of HR front desk responsibilities to ensure members of front desk team are fully cross trained in all areas to provide backup to one another.
- Cross train and learn to independently process all data and related items needed for accurate bi-weekly employee timekeeping used for payroll processing. This will require attention to detail to ensure accurate input into multiple HR systems. HR Assistant will need to acquire detailed knowledge of Medical Associate's HRIS system (UKG), payroll system (Kronos), performance management system (Saba) and other relevant systems and related processes.
- Coordinate appointment calendars, book conference rooms, order food for meetings, coordinate travel arrangements and arrange other details that enable a professional and well-coordinated event.
- Plan, schedule, and organize employee engagement events such as lunch in the lot, holiday luncheons, food trucks, ice cream socials, and other events as identified.
- Coordinate student rotations and create a welcoming, responsive collaboration with surrounding educational programs.
- Conduct new hire onboarding.
- Establish and carefully follow procedures/processes to ensure employees of MA have current professional certification, licensure, and training documentation required to legally and satisfactorily perform their roles. Ensure documentation is well organized, thorough and ready to be audited.
- Perform clerical and analytical tasks that require knowledge of multiple Human Resources Department practices and procedures. These may include but are not limited to: sorting information, processing/filing data or paperwork, maintaining multiple spreadsheets, verifying information and performing follow-up activities. This requires attention to detail and the ability to multi-task. Billing review and payment coordination are also part of the role.
Benefits Package includes:
- Single or Family Health Insurance with discounted premium rates for wellness program participation.
- 401k with immediate matching (50% on the dollar up to 7% of pay additional annual Profit Sharing
- Flexible Paid Time Off Program (24 days off/year)
- Medical and Dependent Care Flex Spending Accounts
- Life insurance, Long Term Disability Coverage, Short Term Disability Coverage, Dental Insurance, etc.
Knowledge & Skills:
Education: High School diploma or GED required.
Experience: One to two years of similar or related experience.
Interpersonal Skills: Courtesy, tact, trust and diplomacy are essential elements of the job. Work involves personal contact with others inside and/or outside the organization, generally regarding routine matters for purposes of giving or obtaining information which may require some discussion.
Other Skills: Excellent organization and attention to detail, good computer skills – excel experience a plus, ability to multitask and pivot quickly when priorities change, open to change and process improvement. Strong customer service skills with effective written and verbal communication.
