HR Manager at KENCCID – Philadelphia, Pennsylvania

Established Philadelphia Nonprofit seeks an experienced HR Manager

KenCCID is an established Philadelphia leader that provides residential based supports to individuals with intellectual and physical disabilities. We seek an experienced, self-starter to lead our Human Resources function including recruiting, employee relations, and benefits.

The Human Resources Manager (HRM), under the guidance of the Chief Executive Officer, is responsible for managing the HR function at KenCCID. The HRM develops and implements Human Resources policies, procedures and metrics that result in organizational alignment with KenCCID’s mission, vision and values, as well as its business goals. The HRM leads the HR Team and works to develop an employee-oriented, high-performance corporate culture that emphasizes empowerment, quality, productivity, accountability, goal attainment, and the recruitment and ongoing development of a superior workforce. The HRM advises the CEO and company managers about HR issues; and oversees KenCCID’s compliance with the guidelines at 55 Pa. Code §§ 6100, 6400 et seq. (“Regulations”) as they relate to HR issues, as well as management and HR compliance with all relevant regulatory guidelines, and federal, state and local labor laws. The HRM ensures that all job descriptions are representative of the position responsibilities and performance requirements and remain updated as the position evolves. The HRM maintains a high level of confidentiality, and oversees the recruiting, training, evaluation, and employee relations processes.

The HRM reports to the Chief Executive Officer, and oversees the work of the HR Generalist, HR Recruiter, Receptionist, as well as other HR personnel as required by organizational needs. The HRM works with the Scheduling Manager to ensure that scheduling and staffing are consistent with KenCCID policies. This is a full-time, exempt, salaried position, with all work performed in KenCCID’s headquarters. Some travel to KenCCID’s community homes is required. Like all KenCCID positions, the HRM is a mandatory reporter for any and all incidents involving abuse, neglect, exploitation or rights violations for Individuals.

The intent of this description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.

Core Responsibilities

• The HRM ensures that the safety and well-being of Individuals is protected at all times and that the rights of the Individuals are observed at all times, in carry out responsibilities documented herein.
• Manages the HR function, including oversight of all HR initiatives, policies, workflows, and employment decisions, to ensure consistency and fairness.
• Furthers a positive, employee-oriented corporate culture, and promotes workforce cohesion and productivity.
• Ensures that all HR initiatives and actions are consistent with the Regulations and all other laws applicable to the HR function.
• Implements/oversees a uniform system of supervision throughout the agency to further KenCCID’s mission, facilitate employee development, develop a compensation strategy, and retain quality employees.

Implements HR programs, policies and strategies by establishing departmental benchmarks and processes for talent acquisition and retention, staffing, compensation, health and welfare benefits, training and development, records management, safety and health, succession planning, and EEO, E-Verify, and OSHA compliance.

Submits timely monthly report on HR activities.

HR Policies and Procedures

• Ensures that the Employee Handbook, policies and procedures and employee onboarding meet regulatory compliance, address current needs and encompass all current HR initiatives.
• Updates Employee Handbook and KenCCID HR policies and procedures on a regular basis.
• Disseminates all changes to the Employee Handbook and KenCCID HR policies to staff
• Works with the Training Department to develop and conduct training on policies and procedures for all staff, including training on harassment.
• Periodically reviews information related to turnover for policy implementation and training purposes

Recruiting

• Ensures staffing vacancies are filled timely with eligible new hires.
• Monitors recruiting activity to ensure compliance with applicable regulations and other laws, including maintaining screening and selection criteria documentation.
• Implements updates to ADP recruiting module as needed.
• Oversees recruiting budget.
• Oversees KenCCID’s participation in job fairs and community outreach events to source potential staff.
• Oversees recruiting and NHO processes for legal compliance issues, including I-9s, E-verify checks, background checks, medical clearances and other personnel file documentation necessary for new employees.

Culture and Employee Recognition

• Implements visible employee recognition programs that reward solution-oriented employees, recognize excellent performance, and celebrate promotions.
• Implements noncash incentive programs to boost morale,and enhance retention.
• Ensures all KenCCID HR policies and procedures contribute to the employer-desired workforce culture.

Monitors employees’ attitudes, productivity, disciplinary actions and performance outcomes to provide increased support to supervisors and managers where needed or implement solutions to identified workforce challenges.

Creates and administer surveys to assess workforce culture, attitudes, perceptions of management, policies, training and discipline.

Compliance

• Ensures KenCCID’s ongoing compliance with federal, state, local legal requirements by staying up to date on the statutory and regulatory landscape applicable to KenCCID’s workforce and ensuring ongoing adherence to these requirements through policy creation and personnel training
• Conducts regular audits of KenCCID personnel, training, and benefits files to ensure compliance with the 6400 regulations and other applicable laws.

Identifies, evaluates, and resolves employee relations concerns, employee morale issues, work performance deficiencies, to further organizational productivity.

Works closely with Compliance staff to reduce back pay awards by encouraging timely completion of investigations and the return of target staff on a provisional basis where advisable.

Employee Relations and Union Interactions

• Ensures KenCCID’s compliance with the current Collective Bargaining Agreement (CBA), and participates in bargaining sessions with the union
• Effectively represents KenCCID’s interests when interacting with the union, while maintaining a cordial relationship with Union personnel.
• Ensures uniformity of disciplinary measures, and other terms and conditions of employment.
• Engages in mediations and other conflict resolution practices to resolve employee disputes.
• Initiates and oversees HR investigations related to employee relations, particularly harassment and other allegations of unlawful conduct.

Monitors and updates KenCCID’s employee notices and policies to ensure compliance with federal, state and local laws, including the Regulations.

Participates in administrative reviews to ensure consistent discipline in resolving incident investigations.

Reviews all disciplinary actions prior to issuance (including corrective action plans, performance improvement plans and warnings). Ensures that disciplinary action is warranted through review of investigation materials of any incident that may lead to an adverse employment action to ensure that material information is documented with regard to the description of the incident, documentation of evidence, and witness statements/interviews, and that all conclusions or disciplinary actions are supported by reliable evidence and that such evidence is included in the content of the final report.

Benefits and HRIS

• Coordinates with vendors and other KenCCID departments to ensure that employees have received all ERISA-mandated notices for employee benefit and retirement programs and that KenCCID is compliant with its obligations under the ACA and ERISA.
• Initiates and oversees investigations related to Workers’ Compensation claims including safety infractions, post-accident drug screening, and collecting witness statements and other evidence material to a claim.
• Establishes and oversees processes to ensure KenCCID’s compliance in its ADA and FMLA administration including confidentiality of medical records and medical information, ensuring timely mandated communication and notices are sent to eligible employees, ensures comprehensive documentation of the interactive process, including any final decisions.
• Coordinates with Workers’ Compensation and disability carrier to effectively handle employee injury claims, minimize employee downtime and risk of increased premiums.
• Effectively negotiates renewals or adoptions of benefit programs to minimize cost to KenCCID.
• Collaborates with Finance Director (or designee) on 403B Plan and fiduciary compliance approvals.
• Establishes and oversees procedures to ensure employee data is protected and handled appropriately through various internal departments.

Evaluation and Compensation

• Supports Managers and Directors in periodic (annual, quarterly and first 90-days) evaluations of subordinates, ensures fair and objective evaluation criteria, and authorizes final evaluation for dissemination.
• Designs all compensation programs in collaboration with the Executive Director and Fiscal Director.
• Approves all offers, transfers, shift assignments, terminations, demotions, and raises.

Periodically updates job descriptions for each position to ensure that current job responsibilities and requirements are accurately reflected.

Ensures timely annual performance reviews for all employees and develops and monitors enforcement of performance improvement plans as needed.

Training

• Leads ongoing training initiatives to empower managers to effectively supervise subordinates, support their development, and timely address poor performance and misconduct.
• Periodically reviews new hire orientation and other standard training to assess ongoing efficacy and applicability to KenCCID’s operations.

Other Duties

Supports Chief Executive Officer by providing human resources advice, counsel, and solutions.

Participate as a senior management team member in weekly Operations Meeting.

Key Performance Indicators

Increase in DSP and CHM employee retention.

Reduction in DSP attrition during probation.

Decrease in backpay awards due to Union initiated grievances or mediations.

Effectively carrying out HR activities within budget.

Reliable HR-related data collection and meaningful dissemination among internal stakeholders to demonstrate trends, support new initiatives, and justify modifications to existing operations.

Positive results from Regulatory Inspections and HR-related audits.

Compliance with statutory/regulatory landscape

Oversight of benefits enrollment and terminations in compliance with the law and KenCCID policies.

Education and Experience Requirements

A minimum of five years of related experience

Bachelor’s degree in HR or related field; master’s degree preferred

• SHRM-CP or PHR certification preferred

Awareness and understanding of regulatory landscape surrounding the HR function.

Familiarity with CBA and unionized environment

Experienced in use of Microsoft Office Suite, LMS, Relias and ADP.

Ability to obtain Pennsylvania Certified Investigator status within one year of date of hire

Position Competencies

• Practice a high level of confidentiality including maintaining confidentiality of personnel information such as discipline, compensation, pending investigations, succession planning, and employee medical and personal contact information.
• Independent self-starter, consistent work performance, proactive, practical, efficient and solution-driven.
• Ability to conduct objective assessments and discern HR-related problems from data.
• Superior organizational and planning skills, including the ability to work within predetermined deadlines and regulatory mandates.
• Excellent written and verbal communication skills, with strong proficiency in English.
• Ability to implement and oversee HR functions that comply with regulatory and CBA requirements.
• Excellent leadership skills, effective subordinate development, and strong self-accountability.
• Proven information gathering skills; strong problem solving and analytical skills and strong attention to detail and accuracy.
• Effective employee retention skills, including fostering a strong professional image and promoting a professional HR environment which builds employee trust.
• Effective team player who displays cultural competence with KenCCID’s diverse workforce and disabled clients.
• Ability to adapt to and manage spontaneous situations, including exercising sound judgment.
• Ability to learn new software as needed for the carrying out of job duties.

Physical Requirements

• Sits long hours
• Must be able to read a computer screen for extended periods of time.
• Must be able to enter data into a computer system.
• Must be able to speak clearly to employees about benefits and employee relations matters in a public or private setting.
• Must be able to handle and negotiate conflict and other stressful conditions.
• Must be able to interact positively and with cultural competence when interacting with KenCCID’s disabled consumers and KenCCID employees.
• Must be able to drive a car, commute to KenCCID sites in the Philadelphia area and professionally interact with employees, peers, and KenCCID consumers in person and on the phone.
• Must be able to lift 25 pounds.

Working Conditions

• Work is typically performed in an office environment; this is not a remote or hybrid position and HR personnel are expected to be available to employees on a drop-in basis.
• Occasional travel to various KenCCID sites in the Philadelphia area.
• Ability to work both independently and collaboratively as part of a team.
• Schedule may change due to business needs and may include evening and weekend hours
• May be exposed to various medical conditions and communicable diseases
• Must be willing to work in an environment that is occasionally loud and boisterous, with occasional profanity

Compensation

• KenCCID provides a generous benefits package including health/dental/vision/life insurance, 403(b) retirement plan, and generous paid time off.

KenCCID is an equal opportunity employer and does not discriminate in the terms and conditions of employment of any person based on their age, sex, race, color, religion, gender identity, sexual orientation, domestic violence status, pregnancy status, marital status, disability status veteran status, genetic information, or any other characteristic protected by law. Applicants who require an accommodation to participate in the recruiting process for this position should ensure that this request is included in their application for the position.