HR Coordinator

Job Description

Job Description

Description:

The Retreat at Fort Walton is seeking an HR Coordinator to join their team!

The Human Resources Coordinator reports directly to the Executive Director.

PURPOSE

The Human Resources Coordinator is responsible for providing human resources services and programs support to the community associates, department directors and Executive Director which meet and/or exceed Phoenix quality service standards. Key areas of responsibility include assisting the Executive Director with processing payroll, daily time and attendance and human resource information system (HRIS), team member recruiting and on-boarding, tracking of training, setting up and maintaining the personnel files and employment binders, benefits and worker’s compensation administration, administration services and support. Responsibilities also include greeting potential residents, families, visitors, managing both external and internal calls, taking and communicating messages; other general administrative duties as well as monitoring the Bistro area for refreshments, cleanliness, music and ensuring a pleasant atmosphere.

PRINCIPLE DUTIES AND RESPONSIBILITIES

Resident Care

• Refers to the Resident Profile and addendum for every new resident to learn about each new move-in.

• Understands the recognition of resident changes in condition, takes appropriate action and communication to clinical team.

• Assist residents to and from their destination when necessary.

• Responds to resident requests and inquiries as needed.

Structure

• Maintains Bistro area in an orderly manner in communities with Bistros.

• Assist with Worker’s compensation matters.

• Inventories and places orders for community office supplies.

• Logs and distributes invoices to department directors for proper coding and approval.

• Maintains Tickler Reminder tracking system to monitor and update certificate and license renewals as appropriate.

• Assist the Executive Director with establishing and maintaining all personnel files (electronic and paper) and binders related to employment matters for the required length of time in accordance with state, federal and Phoenix requirements

Training

• Completes All Phoenix job specific training in the timeframe designated

• Completes all training required by the state or other regulating authorities including ongoing training per regulation

• Assist the Executive Director with completing all new hire paperwork and administration timely and prepare associate data for payroll and record keeping

• Processes community associates training and tracking in compliance with Phoenix standards and federal and state regulations

• Leads the orientation of new team members including new hire paperwork, Community Overview, overview of Associate handbook and policies and scheduling CORE classes

Communication

• Participates in creating and maintains a warm professional environment

• Participates in regularly scheduled meetings with department directors and associates

• Maintains appropriate communication with the Executive Director

• Possesses excellent communication skills, both verbal and written, and the ability to relate in a positive and professional way to a diverse resident and associate population

• Maintains and protects the confidentiality of resident information at all times

• Acts as a liaison for all associates and dedicates time each day for associate appointment to explain, assist and support an associate with any HR, benefit, or payroll concerns

Compliance/Safety

• Assist with ensuring compliance with state assisted living regulations

• Ensures compliance with all state and federal regulations (i.e. OSHA)

• Partners with department directors to ensure community is in compliance with OSHA requirements and promotion of Risk Management programs and policies

• Partners with department directors in the processing of light duty and worker’s compensation claims in order to expedite return to full duty, close the claims, promote positive associate relations and to reduce overall cost.

Problem Solving/Decision Making/Financial

• Conducts regular invoice check-ins with vendors and manages the status of past due invoices.

• Performs daily, weekly, monthly and annual payroll administration responsibilities.

• Review payroll and timekeeping edit reports and coordinates with department directors to ensure they have reviewed and approved all hours.

• Process approved labor adjustments.

• Monitors and tracks performance appraisal due dates, process approved merit increases, and files in associates’ personnel file upon receipt/approval from respective Department Head.

Other Administrative Services

• Covers front desk Concierge duties when needed.

• Scan and deliver any invoices that come in to the payables inbox home office to process.

• Scan any past due notices to the payables inbox, and/or escalate any phone calls related to past due invoices to the Home Office payables inbox asking for research and response.

• Send all ancillary charge changes to home office to process.

• This role will support all other general administrative duties assigned as necessary

EDUCATION/EXPERIENCE/LICENSURE - CERTIFICATION

• Education: High School Diploma/ GED required, some college experience preferred

• Two (2) years’ experience in an administrative support role, Human Resources support, and/or receptionist

• Knowledge and experience in Assisted Living and Dementia care preferred

SKILLS AND ABILITIES

• Demonstrated ability to schedule and orientate staff

• Understanding of infection control procedures

• Demonstrate the ability to Plan and Organize

• Demonstrate the ability to Multi task and Manage Stress

• Proficient in using MS Office and Phoenix applications with the ability to learn new applications

• Understands advanced directives and end-of-life care

• Understands and embraces the assisted living philosophy

• Demonstrated knowledge of state regulations.

• Is proficient in time management skills and adherence to deadlines

• Ability to work weekends, evenings and flexible hours, available for our customers at peak service delivery days and times

• Has exceptional grammar and documentation skills

• Understands basic concepts of risk management