Human Resources Coordinator

The Human Resources (HR) Coordinator is responsible for recruiting, interviewing, hiring, directing training, completing onboarding, and coaching new employees, as well as assisting the Agency Director and Associate Director with day-to-day administrative duties. This position may also be responsible for employee discipline from time to time, and will conduct dismissal meetings and terminations, as well as exit interviews as needed. This position will ensure employee files are updated and accurate and that all Federal and Oregon laws pertaining to Human Resources are followed. This position also ensures that SISO meets the requirements for employees outlined in the 24-Hour Residential Services for Adults and Children with Developmental Disabilities OARs (Chapter 411, Division 325).

• Must be well-versed in Oregon employment law.
• Must be comfortable with discipling and terminating the employment of our employees with compassion and professionalism.
• Must follow our policies and procedures, as well as state and county requirements of our agency at all times.

Job Duties:

• Possess excellent communication skills, both verbally and in writing, to best communicate with Federal and State entities, management, employees and other public persons.

• Maintains professionalism at all times.

• Understands, and honors, SISO’s values and vision for the agency and applies these values, and our holistic vision, when selecting, and hiring, new employees.

• Reads, understands, and consistently follows SISO’s policies, DHS policies, and OARs that address 24-Hour Services for Adults with Developmental Disabilities (specifically pertaining to HR, employee files and employee training).

• Reads, understands, and consistently follows BOLI and OSHA rules and laws.

• Stays up to date on any changes to BOLI and OSHA rules and laws or Oregon Paid Leave. Informs the Associate Director, Agency Director and/or Payroll of any pertinent changes required to the Agency’s procedures.

• Attends trainings for BOLI, OSHA and other entities to best support the employees and the agency.

• Supports the organization’s Affirmative Action efforts and values diversity among our organization.

• Answers a multi-line phone system at the SISO office and greets guests and interviewees.

• Takes and retains copies of identification cards, certificates and other vital documents to start the process of a background check and employee file (if hired).

• Understands the clients that we support, the culture in each group homes, and the general culture of our agency to hire the best employees possible.

• Discusses with the management team who the ideal candidates for their homes are and include them in the hiring process, when appropriate.

• Creates online ads to recruit potential candidates, and updates and reposts the ads, as needed.

• Interviews, and selects, employee candidates.

• Conducts reference check(s) for all new employees.

• Creates job offer letters and employee compensation letters, as needed.

• Initiates a background check for all new employees, and as needed for renewals, or upon request from the Background Check Unit (BCU).

• Supplies employees with fingerprint letters, as needed, and helps them to schedule and pay for fingerprints, as needed.

• Selects work schedules and updates the “Master Schedule” while onboarding/offboarding.

• Communicates changes in schedules, or training dates/times, to new employees.

• Creates online accounts and onboards employees in BambooHR and Humanity.

• Implements the onboarding process, using BambooHR’s checklist, to ensure all new employee’s paperwork, insurance benefits, and other necessary documentation is completed during the established timelines and that it is accurate and complete.

• Explains insurance benefits packages to employees and ensure they complete all required documentation accurately and thoroughly.

• Communicates with payroll regarding issues, errors, concerns and audits required of insurance paperwork, I-9, and other onboarding documents, as needed.

• Verify, complete and sign employee documents on BambooHR such as I-9, insurance forms and other forms vital to the employee’s continued employment.

• Follows all Federal and State laws with regards to ensuring we hire employees who are eligible to work in the United States.

• Prints, scans, uploads and files employee training transcripts, and certifications, as the employee completes training.

• Creates new employee’s physical file(s) and manages their file(s) and paperwork throughout the length of their employment, always ensuring it is complete, accurate and paperwork is filed in a timely manner.

• Files paperwork and training documents, pertaining to the employees, on a regular basis.

• Documents all pertinent employee interactions, and conversations, in BambooHR.

• Conducts or coordinates employee check-ins, as needed, to communicate policies/procedures, training requirements, resolve issues, and promote teamwork. Recommends schedule changes, as needed or upon request.

• Sends (weekly) hiring updates, HR Corner, to employees on Humanity.

• Scans/sends documents to other entities and organizations, as needed and upon request.

• Responds to grievances at the first level by discussing the issue with the employees and trying to satisfy their complaints before taking their concerns to the Associate Director or Agency Director.

• Encourages employee retention through mediation and collaborative problem-solving to prevent resignations.

• Creates a training expiry report in BambooHR, monthly, for HR related documents and trainings to ensure compliance.

• Creates an Employee Turnover Rate report and Employee Wellbeing Report, quarterly, and discusses the trends with the Associate Director to determine how to make changes and improvements for employee retention.

• Conducts quarterly, and as needed, Quality Assurance checks of all employee files (online and offline) to ensure accuracy and completion.

• Immediately informs employees of their options for paid, and unpaid leaves of absence, when major medical concerns arise, including but not limited to Paid Leave Oregon, OFLA and FMLA.

• Uploads safety meeting minutes to Humanity for ease of employee access, and for OSHA compliance.

• Contacts employees when they are injured at work to ensure their questions are answered and they know who to contact regarding their claim and return to work status and that they are aware of their modified schedule.

• Assist’s employees with the process of worker’s compensation claims including checking in with the employee following an injury, completing 801 forms, communicating with SAIF and following up with employee for documentation and compliance requirements.

• Provides disciplinary and coaching support to the management team.

• Participates in employee counseling and termination meetings as appropriate.

• Terminates, or suspends, employees as needed and upon request.

• Responds to Oregon Employment requests, forms, and questionnaires, and attends hearings, as needed.

• Reads the On-Call Report, daily, to identify employee concerns, quits, suspensions and other HR related information reported by management.

• Informs payroll of an employee who was terminated or resigned to ensure their paycheck is processed in a timely manner in accordance with BOLI.

• Contacts employees for their final check as well as offboarding in BambooHR and various websites utilized by the agency.

• Archives the employee file upon termination of employment.

• Purges inactive employee files and shreds the documents at the appropriate interval(s).

• Verifies employment and sends training records to previous, and current, employees upon request while following SISO’s policies and BOLI’s rules/regulations.

• Meets deadlines, as assigned.

• Creates online accounts in Therap and Relias for new employees and assigns training on Relias, as needed.

• Greets and onboards new employees, in person, and explains the training process to them as well as giving a physical tour of the office and facilities, as needed.

• Assists with the process of training new employees, as needed.

• Monitors the progress of all new employees’ training, and ensure they have support and guidance throughout their training week by performing frequent check-ins with them, as needed.

• Ensures that all employees are trained within the established timelines, and that all necessary training is completed appropriately (e.g., Workday Learning, Relias, CPR, client-specific training, etc.), as needed.

• Communicates any identified need for re-occurring training, such as CPR and OIS, to the employee and instructors to ensure compliance with OAR rules, as needed.

• Prints, scans, uploads and files employee training transcripts and certifications as the employee completes training, as needed.

• Attends meetings and trainings, as assigned.

• Works on special assignments/projects and serves on work teams/committees, as assigned.

• Perform other duties, as assigned.

Job Type: Full-time

Pay: From $5,000.00 per month

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Work Location: In person

Salary : $5,000