Human Resource Clerk

Description

JOB TITLE: Human Resource Clerk

Hourly-Non-Exempt

40 Hour Work Week/Bi-Weekly Pay Period

Full Time Position

PURPOSE OF YOUR POSITION:  To perform the duties and responsibilities of the daily operations of the Human Resource Office. The Human Resource Clerk must be responsive and strategic with adherence to policy to ensure compliance with regulations.

RESPONSIBLE TO: Business Office Supervisor/Human Resource Director

DELEGATION OF AUTHORITY:

As the Human Resources Clerk you are delegated the administrative authority, responsibility, and accountability necessary to carry out your assigned duties.

JOB FUNCTIONS:

Every effort has been made to make your job description as complete as possible.  However, it in no way states or implies that these are the only duties you will be required to perform.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is a logical assignment to the position.

ADMINISTRATIVE FUNCTIONS:

 Payroll

• Assist in completion of bi-weekly payroll processes; including entering employee changes, setting/calculating employee deductions such as but not limited to taxes, retirement (414H), garnishments, child support payments, daycare, etc.
• Assign & Enter wage increases upon hire or position change.
• Assist in pulling meal ticket deductions from ITC and import for payroll processing
• Check t-shirt deductions for errors/import for payroll processing
• Enter Daycare Deductions/import for payroll processing
• Process all Uniform Deductions/import for payroll processing
• Process all Fundraiser Deductions/import for payroll processing
• Assist  in MERS 457 – Per Pay period Review & Upload                       
• Assist in Nationwide 457- Per Pay period Review & Submission
• Maintain Records for Employee W2’s

Human Resources

• Prepare & complete all necessary new hire paperwork with potential employees/volunteers/contractors including background checks, physicals, fingerprinting request & set up employee badges in systems.
• Assist in Conducting New Hire Orientations
• Enter New Hires into Paycor/MERS/ITC/Access Programs/ECS/ect
• Assist in handling Unemployment Claims/Submit necessary paperwork/attend hearings
• Enter 3rd party sick pay weekly/Reconcile Monthly Bill
• Assist in handling FMLA related paperwork & maintain FMLA records for expiration/renewals
• Assist in maintaining the JJKeller FMLA software for FMLA tracking for employee’s FMLA absences daily
• Enter/Submit/Maintain all employee garnishment paperwork
• Scan all documentation related to employee position changes/certification/licenses/CPR/termination paperwork to Paycor and attach to employee files.
• Assist employees with Paycor related issues      
• Assist supervisors with Paycor related issues
• Post available job openings and work with supervisors to fill open positions
• Maintain Employee Files; keeping all filing update and organized
• Enter and prepare all paperwork for employee name changes/marriages/divorce within systems
• Assist as backup to front office staff/including answering phones; servicing front desk; receipting payments
• Make out various reports as may be requested by any government agency
• Handle all phone calls and paperwork regarding Employment Verifications
• Assist with Awards Banquet & fund-raising
• Record Request; including copying files for employees
• Maintain Facility’s Facebook page/update as needed
• Maintain Facility’s Website and Mobile Website/update as needed
• Keep all personnel records accurate and up to date
• Update Terminations for MERS, HCSP, Access, ITC, ECS and LARA on a monthly basis
• Assist in tracking and updating Employee Annual Evaluations monthly
• Maintain a good working relationship with software providers

Insurance

• Assist with open enrollment for health insurance
• Health Insurance Entering Premiums/Update for new employees/Disenrollment for terminations- forward to COBRA
• Assist in reviewing AFLAC, Colonial & Standard bills for accuracy-Reconcile and submit payments monthly
• Assist in filling out necessary paperwork/submit for employee Short Term Disability Insurance/follow up on claim status
• Any other duties as may be requested by the Human Resource Coordinator/Business Office Supervisor.

Workers Compensation & Incident Reporting

• Assist in making out necessary paperwork/submit for employee Workers Compensation/follow up on claim status

PERSONNEL FUNCTIONS:

1. Assist in identifying and correcting problem areas, and/or the improvement of policy and procedures among departments related to Human Resources, Time Keeping and Payroll.
2. Develop and maintain a good working relationship with other departments within facility to assure that procurement procedures meet the needs of the facility.

STAFF DEVELOPMENT:

1. Attend directorate staff meetings as directed or called.
2. Participate and assist in departmental studies and projects as assigned or that may become necessary.
3. Attend and participate in in-service educational classes and on-the-job training programs.
4. Attend and participate in workshops, seminars, etc., as approved, to keep abreast of current changes in the health care field related to Payroll and Human Resources.

EQUIPMENT AND SUPPLY FUNCTIONS:

1. Must be computer literate and able to work with the necessary programs used for HR.
2. Must be able to work with Microsoft office.
3. Must be able to use a copier.
4. Must be able to use a fax machine.
5. Must have a professional and polite telephone manner.

RESIDENT RIGHTS:

1. Maintain CONFIDENTIALITY of all pertinent resident/patient protected health information as regulated through the Health Insurance Portability and Accountability Act (HIPAA) to ensure that Resident rights are protected and maintained.
2. Ensure that resident’s rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage a complaint, are well established and maintained at all times.
3. Maintain confidentiality of all pertinent resident care information to assure resident rights are protected.
4. Knock before entering a resident’s room.

WORKING CONDITIONS:

1. Works throughout the facility and its premises.
2. Sits, stands, bends, lifts and moves intermittently during working hours.
3. Is subject to frequent interruptions.
4. Is involved with staff, residents, family members, personnel, visitors, government agencies/personnel under all conditions/circumstances.
5. Is subject to hostile and emotionally upset staff, residents, family members and visitors.
6. Works beyond normal working hours and on weekends and holidays when necessary.
7. Is subject to falls, burns from equipment, odors throughout the workday.
8. Is subject to exposure to infectious waste, diseases, conditions, etc., including the AIDS and Hepatitis B viruses.
9. Communicates with other department personnel.
10. May be required to work in cramped spaces.
11. May be required to be On-Call for emergency conditions/situations.

Qualifications

EXPERIENCE:

• Payroll related experience required
• Business Office experience required
• Knowledge of HR and Payroll Software required
• Excellent Customer Services skills required

SPECIFIC REQUIREMENTS:

1. Must be able to read, write, speak, and understand the English language.
2. Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
3. Must be a minimum of eighteen (18) years of age and of good moral character.
4. Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.
5. Must be able to follow written and oral instructions.
6. Must possess the ability to make independent decisions, to follow instructions, and to accept constructive criticism.
7. Must maintain the care and use of supplies and equipment.
8. Must be willing to work harmoniously with other personnel as well as be willing to handle residents based on whatever maturity level at which they are currently functioning.

PHYSICAL AND SENSORY REQUIREMENTS:

(With or Without the Aid of Mechanical Devices)

1. Must be able to move intermittently throughout the workday.
2. Must be able to speak and write the English language in an understandable manner.
3. Must be able to cope with the mental and emotional stress of the position.
4. Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of the position can be fully met.
5. Must function independently, have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.
6. Must be in good general health and demonstrate emotional stability.
7. Must be able to assist in the evacuation of residents.

The position will be awarded to the individual who possesses the skills required and passes the interview process. It will not solely be based on employee’s seniority.