Human Resources Coordinator at Wyandot Behavioral Health Network – Kansas City, Kansas

Purpose:

Helps ensures optimal departmental efficiency by handling a variety of day-to-day administrative tasks and cultivating positive relationships; ensures accurate maintenance of documents, forms, and processes; assists with the recruiting processes and helps manage applicant data; handles pre-employment and employment activities; assists with the onboarding process; ensures I-9 and immigration compliance; and promotes a positive service-oriented environment.

Accountabilities:

1. Provides accurate and timely day-to-day support in the handling of a variety of administrative tasks.

1.1. Produces written documentation [letters, memos, reports, employment notifications, emails, presentations, etc.] in accordance with standard procedures [correct format, layout, grammar, structure, informative, educational, pertinent, appealing, etc.].

1.2. Facilitates the proper dissemination, collection, and/or tracking of data and ensures proper handling of a variety of documentation/information [incoming mail, job descriptions, employee relations actions, employment-related documents, VOE, performance evaluations, etc.] maintaining confidentiality, assisting with various audits [pulling/returning files, reviewing information, securing documentation, etc.]).

1.3. Maintains records and databases [electronic and manual files {includes confidential and sensitive files}] serving as ‘gatekeeper’ of HR records and data (ensuring all records and files are current and accurate, producing/filing of PAFs, processing/communicating status changes, maintaining and managing databases, setting up files, managing HR mailbox [monitoring, taking action, maintaining folders, etc.], filing, moving/purging files, etc.).

1.4. Coordinates meetings and assists with pertinent logistical arrangements [room reservations, agendas, synchronizing calendars, layout, refreshments, etc.].

2. Ensures accurate maintenance of documents, forms, and processes.

2.1. Keeps forms current (identifying opportunities to strengthen and improve, making revisions [self-initiated and/or directed], updating fields, applying innovation and creativity in design and format, optimizing functionality, uploading information to HRIS or Intranet, etc.).

2.2. Maintains accurate recording of processes (developing and maintaining reference guide for others to use, assisting team with the development and/or revisions of instructions, ensuring processes remain updated and applicable, contributing to checklists, etc.).

3. Assists with the recruiting processes and helps manages applicant data.

3.1. Facilitates the collection of input and exchange of information between HR and managers (monitoring for timely response, examining for signatures, assessing for accuracy, updating records, following-up on outstanding actions and/or data, etc.).

3.2. Administers various external resources [vendors, consultants, websites, etc.] (navigating various sites, serving as liaison, monitoring problems, purging data, maintaining electronic and manual records, etc.).

3.3. Accurately, timely, and effectively produces and distributes communications and/or materials to applicants (composing/providing/soliciting information, responding to inquiries, following up on required documents, etc.).

4. Handles pre-employment and employment activities.

4.1. Conducts or acquires background checks and employee eligibility verifications according to defined protocol and ensures thorough and timely completion on selected candidates [education, employment, criminal, fingerprinting, TB testing, abuse registry, etc. as required] (making contact with resources, submitting proper documentation and authorization, tracking timely completion, initiating reference checks [external entity unsuccessful], investigating reasons when results delayed, seeking additional input from candidate, recording appropriate data, keeping recruiter informed, collecting needed information, documenting outcomes, sharing results with recruiter, etc.).

4.2. Administers/coordinates authorizations [random screenings, treatment for injury {back-up}, etc.] as needed/appropriate.

4.3. Maintains appropriate records (properly labeling electronic communications, filing in the appropriate file, adhering to protocol for electronic or hardcopy personnel file management, etc.).

5. Assists with the onboarding process.

5.1. Produces and disseminates internal/external communications (preparing job offer letter, sending out employment notification e-mail, providing documents to payroll, etc.).

5.2. Facilitates new employee orientation meeting (completing new hire set up in systems, collecting/ensuring completion of required forms, reviewing documents to ensure accurate completion, distributing keys and/or fobs and parking passes {as needed}, providing designated handouts, demonstrating HRIS navigation, producing badges, maintaining friendly relations, answering questions, making introductions, etc.).

5.3. Updates HRIS with key data (uploading pictures, updating required information, inputting Wyandot designated email, etc.)

6. Ensures I-9 and immigration compliance.

6.1. Facilitates the timely and accurate completion of I-9s (disseminating and explaining form and requirements, reviewing submitted documents to ensure authenticity and compliance, documenting actions, answering questions, serving as official signer, etc.).

6.2. Administers I-9 retention requirements [active and terminated employees] (tracking needed re-certifications, facilitating collection of re-certifications, updating records/files, determining when termed employees I-9’s can be destroyed, handling purging of documents, etc.).

7. Promotes the department as a friendly, professional, and service-oriented entity.

7.1. Functions as the ‘face’ of the department (warmly receiving visitors, maintaining and displaying a positive disposition and demeanor, and projecting a friendly helpful attitude, willingness to assist).

7.2. Serves as point of contact for the department [greeter, phones, messages, etc.] (interacting with visitors [determining needs, answering questions, directing to appropriate staff, etc.], taking/delivering messages, etc.).

8. Contributes to team effort by performing other duties as needed/assigned.

Qualifications:

Education: Bachelor’s degree in human resources or related field. Equivalent experience may be substituted.

Experience: Two years’ experience in a professional Human Resources environment required. Emphasis in employment and recruiting, preferred.

Skills & Abilities: Excellent communication (oral/written) skills essential. Proficient in Microsoft Office (e.g. Word, Excel, Power Point, Outlook) [intermediate to advance level], and exceptional working knowledge of database management. Good aptitude and confidence in using various forms of computer applications (e.g. web-based). Knowledge and application of navigating the Internet essential. Must have outstanding interpersonal skills and project confidence in dealing with all constituents, while conveying pleasantries and remaining friendly. Demonstrated ability to be diplomatic at all times, while exercising good judgment and discretion as appropriate. Ability to maintain highest level of confidentiality at all times. Resourceful, analytical, and skilled at problem solving. Must have exceptional organizational skills, be detail-oriented, a self-starter, sustain a high level of energy, demonstrate flexibility, and be able to shift priorities as demands dictate. Must be dependable and a team player (can-do, will-do attitude). Capacity to work and thrive in a fast-paced, dynamic work environment essential. Demonstrated or proven ability to set priorities and attain deadlines, while balancing multiple projects and performing assignments accurately.

Physical Capabilities and Environment: The physical demands and work environment characteristics 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.

Physical Demands: Incumbent is required to sit for long period of time; stand; walk – around office environment; use hands to finger, handle, or feel objects; reach with hands and arms; bend and stoop; talk and hear. Employee may occasionally lift and/or move up to 15 pounds. Specific vision abilities required include: close-up vision, visual acuity for fine-print detail, extensive use of computers, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Operate computer, printer, copier, fax machine, and telephone. Requires ability to read, write, and understand English.

Work environment: Work is primarily performed in an office environment. Noise level is generally low-moderate (office environment).