Human Resources Manager in Louisville, Kentucky at Milestones Services LLC

The Human Resources Manager is responsible for overseeing and administering the day-to-day human resources functions of Milestones Services and its related entities. This position plays a critical role in supporting organizational success through strategic recruitment, onboarding, employee engagement, workforce development, human resources compliance, payroll administration, benefits coordination, and employee relations.

The Human Resources Manager serves as the organization’s primary human resources professional and is responsible for ensuring compliance with applicable federal, state, and local employment laws, company policies, regulatory requirements, and best practices. This position supports both employees and independent contractors throughout the entire employment lifecycle, from recruitment and onboarding through separation and offboarding.

The Human Resources Manager is expected to maintain a high degree of professionalism, confidentiality, accuracy, and integrity while fostering a positive and compliant workplace culture.

Reporting Relationship

Reports To: Executive Director

Essential Duties and Responsibilities

Human Resources Administration and Compliance

• Maintain comprehensive knowledge of organizational policies, procedures, regulatory requirements, and employment laws applicable to the organization.
• Ensure compliance with all federal, state, and local employment laws and regulations, including but not limited to wage and hour laws, equal employment opportunity requirements, employee classification standards, and workplace safety requirements.
• Develop, implement, and maintain human resources policies, procedures, forms, systems, and processes.
• Maintain accurate and complete personnel and independent contractor records in accordance with company policies and regulatory requirements.
• Establish and maintain organized electronic and physical filing systems.
• Conduct periodic audits of personnel files, credentialing records, training records, payroll records, and compliance documentation.
• Maintain confidentiality of employee, applicant, contractor, client, and organizational information.
• Prepare correspondence, reports, notices, policies, employment documents, and other human resources-related communications.
• Assist leadership with regulatory audits, investigations, accreditation reviews, and compliance monitoring activities.
• Report significant compliance concerns, employment-related risks, incidents, and potential violations to executive leadership.
• Maintain and monitor human resources metrics, workforce reports, staffing trends, turnover data, and compliance indicators.
• Serve as a resource to employees and leadership regarding human resources policies, procedures, and employment matters.
• Perform other administrative and compliance-related duties as assigned.

Recruitment, Selection, and Workforce Development

• Develop and implement recruitment strategies to attract qualified employees and independent contractors.
• Manage all phases of the recruitment process, including job postings, applicant screening, interviewing, reference checks, hiring recommendations, and offer coordination.
• Coordinate and participate in job fairs, networking events, community outreach activities, and recruitment initiatives, including events held outside normal business hours.
• Maintain relationships with educational institutions, workforce agencies, professional organizations, and community partners to support recruitment efforts.
• Ensure all applicants meet applicable hiring standards, qualifications, credentialing requirements, and regulatory requirements.
• Monitor staffing needs and workforce trends to proactively address recruitment and retention challenges.
• Develop and implement employee retention and engagement initiatives.
• Coordinate employee recognition programs, appreciation activities, and workforce engagement efforts.
• Support succession planning and workforce development initiatives.

Onboarding, Credentialing, and Training

• Coordinate and oversee all onboarding activities for employees and independent contractors.
• Ensure completion of all pre-employment and pre-contract requirements, including:
  • Criminal background checks
  • Registry checks
  • Employment verification
  • Professional licenses and certifications
  • Required health screenings
  • Regulatory compliance documentation
  • Orientation requirements
• Create and maintain onboarding materials, orientation programs, and training resources.
• Conduct new employee and independent contractor orientation programs.
• Monitor and maintain training compliance for all employees and contractors.
• Coordinate continuing education opportunities and mandatory training requirements.
• Maintain training records and learning management systems.
• Ensure all workforce members meet ongoing credentialing and compliance requirements.

Payroll, Benefits, and HRIS Administration

• Administer payroll processes and ensure accuracy of payroll data, employee records, deductions, timekeeping, and compensation information.
• Review payroll information for accuracy prior to processing and coordinate corrections as needed.
• Maintain employee compensation records and support compensation administration activities.
• Serve as the primary liaison with payroll vendors, benefits administrators, and human resources service providers.
• Administer employee benefit programs, including:
  • Health and wellness benefits
  • Paid time off programs
  • Retirement plans and 401(k) administration
  • Leave administration
  • Other employee benefit offerings
• Assist employees with benefits enrollment, changes, and inquiries.
• Maintain and optimize Human Resource Information Systems (HRIS) and related workforce management platforms.
• Ensure accuracy, integrity, and security of all employee data maintained within organizational systems.

Employee Relations and Performance Management

• Promote a positive, professional, and inclusive workplace culture.
• Provide guidance to supervisors and managers regarding employee relations matters.
• Support leadership in performance management processes, including:
  • Performance evaluations
  • Coaching and development plans
  • Corrective action
  • Performance improvement plans
  • Promotions and transfers
  • Demotions and disciplinary actions
• Assist with workplace investigations involving employee complaints, policy violations, harassment concerns, or other employment-related matters.
• Facilitate conflict resolution and employee engagement initiatives.
• Maintain documentation related to employee relations activities and employment actions.

Offboarding and Workforce Separation

• Coordinate employee and independent contractor separation processes.
• Conduct exit interviews and analyze trends to identify retention opportunities.
• Ensure completion of all separation documentation and compliance requirements.
• Coordinate final payroll processing and benefits termination activities.
• Recover company-owned property and equipment.
• Manage removal of access to organizational systems, facilities, technology platforms, and confidential information.
• Ensure secure handling of organizational information during workforce transitions.

Security and Access Management

• Manage workforce access to organizational systems, software platforms, communication systems, electronic health records, timekeeping systems, and other business resources.
• Coordinate user account creation, modification, and deactivation.
• Ensure appropriate access controls are maintained in accordance with organizational policies and security standards.
• Collaborate with leadership and information technology vendors to maintain workforce security compliance.

Key Performance Indicators (KPIs)

• Time-to-fill: Measure the average number of days required to fill open positions from posting to accepted offer.
• Turnover rate: Track employee and contractor turnover to identify retention trends and areas for improvement.
• Compliance audit results: Monitor outcomes of internal and external audits to ensure adherence to regulatory and organizational standards.
• Payroll accuracy: Evaluate the accuracy and timeliness of payroll processing, including error rates and correction frequency.
• Employee engagement scores: Assess workforce satisfaction and engagement through surveys and feedback mechanisms.

Required Knowledge, Skills, and Abilities

Knowledge

• Human resources principles, practices, and procedures.
• Federal, state, and local employment laws and regulations.
• Recruitment, retention, and workforce planning strategies.
• Payroll administration and benefits management.
• Employee relations and performance management.
• HRIS and workforce management systems.
• Compliance requirements within healthcare and human services organizations.
• Organizational development and process improvement methodologies.

Skills and Abilities

• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational, analytical, and problem-solving abilities.
• Ability to prioritize multiple projects and meet deadlines.
• Strong attention to detail and accuracy.
• Ability to maintain strict confidentiality.
• Ability to exercise sound judgment and discretion.
• Strong leadership and relationship-building skills.
• Ability to work independently with minimal supervision.
• Ability to collaborate effectively across departments.
• Ability to manage sensitive situations professionally and objectively.
• Proficiency in Microsoft Office Suite, Microsoft Teams, HRIS platforms, payroll systems, and related technologies.

Physical and Mental Requirements

• Ability to sit, stand, walk, bend, reach, and perform routine office activities.
• Ability to operate standard office equipment.
• Ability to travel locally as required.
• Ability to drive a motor vehicle.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to effectively respond to stressful situations and urgent organizational needs.
• Ability to maintain concentration and attention to detail for extended periods.

Minimum Qualifications

• Bachelor’s degree from an accredited college or university in Human Resources, Business Administration, Organizational Leadership, Healthcare Administration, or a related field.
• Minimum of two (2) years of progressively responsible human resources, administrative, payroll, compliance, or workforce management experience, preferably within a healthcare, human services, or nonprofit organization.
• Valid driver’s license.
• Reliable transportation and proof of automobile insurance meeting company requirements.
• Ability to successfully complete all required company training and compliance requirements.
• Authorization to work in the United States.

Preferred Qualifications

• Professional Human Resources certification (PHR, SHRM-CP, SHRM-SCP, SPHR, or equivalent).
• Experience working in Medicaid-funded, healthcare, behavioral health, developmental disabilities, or human services settings.
• Experience with HRIS, payroll administration, and benefits management systems.
• Experience with regulatory compliance and audit preparation.