HR Specialist at Whidbey General Hospital – Coupeville, Washington

JOB SUMMARY

The Human Resources Specialist assists with the day-to-day operations of the human resource office functions and duties. These duties include but are not limited to; supporting the recruiting and new hire process, maintaining employee files, database management and record keeping and supporting the implementation of HR services, policies, and programs. The Specialist acts as a professional and personable first point of contact for applicants, candidates, new hires, managers and current employees. PRINCIPLE FUNCTIONS include the following, other duties may be assigned:

Recruiting Support – Processes incoming online applications through the applicant tracking system and tracks status of applications, provides updates to applicants and managers as requested and prepares regret letters as needed. Assists Sr, HR recruiter with scheduling interviews and coordinating travel arrangements for candidates. Creates reports and documents in the applicant tracking system as requested.

New Hire Support – Coordinates pre-employment process including drug screening through Employee Health and background screening process (Americhek, WSP, license verification and SanctionCheck) and reference checks. Prepares new employee paperwork from offer worksheet and processes new hire paperwork when completed. Prepares New Employee Orientation packets and ensures information and new hire required documentation is up-to-date and complete.

Administrative Support - Provides administrative support to the HR Division to include; data entry, gather and analyze information, create and manage databases, filing, ordering supplies, reviewing and directing incoming mail, preparing original documents (which may include forms, charts, flyers and calendars), responding to requests for information, photocopying and coordinating appointments and meetings.

Personnel Files - Maintains personnel records and credentials in accordance with established policy, procedures and regulations. Responds to requests for employees and managers to review personnel files. Responsible for copying employment files as needed.

Information Resource – Assists employees and visitors with general questions regarding hospital policy and union contract interpretation. Acts as a primary resource to answer general recruiting questions from applicants and managers.

Contract Employees/Students – Maintains folders, conducts sign-ups, maintains and tracks information in database. May include tracking required information (such as licenses and evaluations) for contract staff and students.

Staff Education – Maintains education records for hospital staff and provides reports as necessary. Tracks completed mandatory education.

Miscellaneous –

a. Makes badges for new hires, volunteers, contract staff and students.

b. Prepares and posts the Employee Anniversaries monthly.

c. Assists with special projects including job fairs, advertising tracking, preparation of marketing materials and packets and other duties as assigned.

d. Provides administrative support to the Exec Director of HR as time permits.

The above statements are intended to describe the key aspects of the work performed by the individual(s) assigned to this position. They are not to be construed as an exhaustive listing of all requirements relative to the position. Therefore, the employee may be required to perform other duties as assigned.

JOB KNOWLEDGE & QUALIFICATIONS

Education

• High School diploma required; college coursework in Human Resources, accounting, computer software and/or business writing preferred.

Training and Experience

• Demonstrates experience in delivering quality service as a team member in a busy multi-faceted work environment while exhibiting a high level of confidentiality.
• Strong interpersonal skills and excellent verbal and written communication skills are required.
• Must also have the ability to gather and analyze information skillfully and possess excellent organizational and time management skills.
• Extensive knowledge of Word, Excel, Access and PowerPoint required, including the ability to create, manipulate and manage databases. Human Resources experience highly preferred.
• Working knowledge of the HR function within an organization. Able to work independently, prioritize projects and independently and creatively problem solve. Understands the importance and value of quality service delivery and can manage multiple tasks and functions simultaneously.

Certificates, Licenses, Registrations

Certified Professional SHRM-CP preferred.