Human Resources/Payroll Manager in Astoria, Oregon at Clatsop Care Center Health District

POSITION PURPOSE: To manage District Human Resource responsibilities and perform all bookkeeping functions in the areas of payroll in accordance with generally accepted accounting principles.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Works with staff and management to communicate respectfully toward operational success. Starting pay from $28 per hour depending on experience. Maintains all aspects of confidentiality to assure staff and resident rights are protected. Acts as liaison to introduce new hires to facility systems, including criminal background checks [serves as Qualified Entity Designee – QED], HR and payroll setup (including time clock and electronic charting set up), social security number verification, overview of orientation process, benefits, and receipt of handbook and responsibilities.

Maintains employee files and records in accordance with procedures and applicable law, including separation of I9 documentation, criminal background documents, and medical information.

Coordinates payroll time keeping program, ensuring accuracy of data by working with department supervisors. Processes all electronic payroll procedures in a timely manner including benefits and other deductions, retirement contributions, pre-tax withdrawals, garnishments, etc. for all District employees. Receives and processes printed payroll checks. Prepares manual checks for terminations, draws, etc. at direction of Administrator and in compliance with applicable law. Processes all monthly reconciliations for payment of debts related to payroll taxes and benefits and submits invoices for payment to Accounts Payable in a timely manner to avoid penalties. Performs benefits administration to include eligibility, distribution of enrollment materials, change reporting, and approval of invoices for payment. Coordinates HRA. Assists with enrollment and required reporting in the district retirement plan 403(b).

Prints quarterly payroll reports and maintains payroll records in orderly manner for auditors. Maintains accuracy of and distributes year end (W2) reports. Reports monthly Department of Labor statistics. Maintains and updates recall list and distributes monthly.

Tracks and notifies supervisors monthly of upcoming license expirations. Works with managers and supervisors on employment related issues such as selection counseling, disciplinary actions, terminations, leaves of absence (FMLA/OFLA), wage and hour laws, and work injuries. Responds in a timely manner to all phone and mail correspondence, including verification of employment requests, wage verification requests, and State Employment Department claims. Distributes employee evaluations to department supervisors prior to due date, and processes adjustments. Consults with and assists supervisors and administrators regarding work related injuries. Coordinates with SAIF and Administrators on claims, claim maintenance, Return-to-Work policy, and EAIP.

OSHA logs to ensure documentation is in accordance with applicable law and filed annually.

Develops recruitment strategies to achieve required staffing levels. Meets with managers to assist with department-specific recruiting plans and assists with recruitment for all exempt, nonexempt and temporary workers. Writes and places advertisements for open positions. Works with supervisors to screen candidates and extend job offers. Oversees COBRA administration, including payment tracking. Processes garnishments in a timely manner, tracking in audit format and biweekly processing of Wage Exemption Calculation during payroll transmittal. Develops, recommends, and implements personnel policies and procedures; prepares and maintains handbook on policies and procedures. Ensures documentation is consistent in formatting and brand.

Submits Payroll Based Journal (PBJ) reports to CMS quarterly. Manually enters census and contract worker data. Complies and submits quarterly staffing report to DHS.

Assists with CNA class including recruitment and screening of candidates, interview and reference checks. Tracks students through the program to completion. Develops and maintains professional relationships with community college and technical schools in the area as a source to generate qualified applicants. Organizes job/career fair booths with appropriate staff to generate qualified applicants and promote the Health District. Performs and assists with other miscellaneous clerical and accounting tasks as requested. Must have ability to work effectively under pressure with frequent interruptions, have flexibility, ability to work independently, make good decisions, and interact with public, residents and staff in a professional manner.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

QUALIFICATION/EXPERIENCE:

At least five years related experience in general office environment with at least two years' experience in human resources and/or payroll management. Bachelor’s degree in human resources, Business Management, or related field preferred. Must be knowledgeable of basic accounting procedures, and have strong computer skills, including accounting, word processing and spreadsheet programs. Must have ability to interact with the public, staff, and residents in a knowledgeable and hospitable manner. Must be able to perform all given tasks in a timely manner with the ability to focus in a noisy environment and not be easily distractible.

LANGUAGE SKILLS:

Ability to effectively enter, record and interpret data. Ability to effectively present information and relate to residents, families, and staff. Must be able to speak, write and read the English language.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.