Job Description
Job Description
Job Summary :
The Human Resources Specialist is the earliest point of contact for internal and external customers of the Human Resources department and provides vital customer service for all visitors or telephonic inquiries by directly responding to identified needs or ascertaining the departmental resource for response. Under general supervision, provides a wide range of clerical and operational support involving customer service, document preparation, filing and record-keeping, counter reception, data entry, meeting and appointment coordination, assistance with document completion, and providing detailed explanations regarding human resources processes. Oversees new hire orientation and onboarding, including onboarding trainings and scheduling.
In coordination with human resources team, assists customers with employment processes, new hire paperwork, including benefits form completion, and routine job protected leave inquiries. Performs detailed data entry regarding employee information using the human resources information system and related systems, creating and maintaining electronic files and generating routine informational reports as necessary.
Job Relationships :
- Directly responsible to Human Resources Manager
- Works closely with hospital district leadership and departments as well as internal and external customers.
Occupational Hazards :
Works in the general hospital setting. May be exposed to blood, body fluids, or tissues as well as patients in varying stages of infectious states.
Samples of Duties :
The information listed below is meant to serve as samples of job duties and responsibilities for positions in this classification. This list is neither inclusive nor exclusive, but indicative of several types of duties performed.
Serves as the initial point of contact for internal and external customers of the department, greeting customers in reception area, acknowledging customer presence and obtaining / providing relevant information, maintaining a professional office climate.Answers questions from customers explaining NIHD and departmental policies, providing routine information; receives, and dispenses documents, checking for accuracy and completeness following established procedures.Accurately enters confidential and routine data into human resources, education, payroll and related systems, creating and maintaining vital employment, payroll and related databases, adhering to pre-established timeframes for processing pay, benefits and other time-sensitive activities.Maintains and updates record systems and specialized databases, verifying the accuracy of information and retrieving information from systems and databases as required. Including Human Resources Information System and Learning Management System.Maintains the official personnel, medical and departmental files in a timely and accurate manner, purging files in accordance with established record retention policies.Maintains compliance documentation of certification and license requirements as outlined in NIHD job descriptions.Reviews, tracks, and documents compliance with mandatory and non-mandatory training, continuing education, and work assessments. This may include safety training, anti-harassment training, professional licensure, and aptitude exams and certificationsProcess monthly annual increases, notifying payroll, department leadership and workforce memberSupport onboarding of new workforce by aiding in completion of background verification, badge creation, obtaining signatures on required documents, I9 verification, and orientation communications.Process onboarding paperwork for all workforce members including submitting notification to appropriate departments and personnel file creation.Partner with applicable teams including IT, Payroll, Employee Health and Clinical and Nursing leaders to proactively problem solve for new hire issuesOversees general hospital orientation and provides support for district orientation programs.Oversees staff development opportunities, including researching, scheduling, advertising, and hosting when appropriate.Supports and maintains Resuscitation Quality Improvement program.Acts as super-user for the HRIS and LMS.Composes, types, formats and proofreads a variety of documents including letters, reports, memos and statistical charts.Receives opens, time stamps, and sorts and distributes all incoming departmental mail, faxes, invoices and forms, processing outgoing documents.Monitors and orders office supplies, maintaining appropriate records and following established procedures for budgetary records.Under direction, may assist customers with routine needs regarding employment processes, benefits enrollment, benefit program coverage and protected leaves, referring complex inquiries to appropriate departmental staff.Serves as Human Resources partner for District event planning activities, including but not limited to monthly celebrations, holiday contest and celebrations, and annual district events.Serves as backup to other human resources staff, as necessary, for routine employment activities, new employee orientation, benefits and leaves administration, and training and event planning activitiesPerforms other duties as assigned.Knowledge, Skills and Abilities :
Knowledge of :
The Mission, Vision, and Values of Northern Inyo Healthcare District;NIHD policies and procedures, including Compliance Program, Code of Conduct, and Confidentiality standards;NIHD safety policies and procedures, including the Rainbow Chart, Employee Health, and Infection Prevention standards;Organization chart / relationship including communication with staff, management, medical staff, and administration, as appropriate.Microsoft systems; Word, Outlook, ExcelSkills / Abilities to :
Communicate effectively both verbally and in writing with NIHD staff and the public;Establish and maintain professional working relationships with NIHD staff at all levels as well as the public;Develop and maintain a high degree of maturity, integrity, and good judgement.Model service delivery standards to ensure a high level of customer satisfaction. Recognizes opportunities for service improvementOrganize and prioritize time and tasks to achieve a well-coordinated work effort and to effectively meet productivity standards.Represent Human Resources at internal or public meetings.Ability to keep professional and work with confidential data and personal informationAbility to work under pressure in a fast-paced, time sensitive environment with shifting priorities and multiple deadlines.Ability to appropriate process confidential material and information.Ability to use computers, perform data entry and maintain filing systems.Minimum Qualifications :
Experience :
Three (3) years of responsible administrative support with significant public facing customer service experience.
Strong interpersonal skills with the ability to clearly present recommendations and ideas.
Ability to work under pressure in a fast-paced, time-sensitive environment with shifting priorities and multiple deadlines.
Ability to handle confidential material.
Education :
High school diploma or GED
Certification :
BLS within 2 month of hire and on-going.
Preferred : Experience :
Four (4 ) years of experience in a public facing customer service role or medical office / healthcare experience.
Previous experience in a human resources function or department
Knowledge regarding employment practices, benefits and leaves administration
Education :
Post high-school course work in business office management and / or related certification in business office practices.
Certification :
Professional Certification in HR Field (SHRM-CP, PHR, or similar)
Monday - Friday
8 : 00 - 4 : 30
Full time
