Business Office Assistant

SUMMARY

Responsible for assisting with the overall Human Resource activities in accordance with current applicable federal, state and local regulations and organization procedural guidelines.

ESSENTIAL DUTIES AND RESPONSIBILITIES

·       Processes new hires, status changes and terminations within defined timeframes.

·       Completes I-9 processing, pre-employment background checks, drug testing, pre-employment reference checks for compliance.

·       Create job requisitions and source/review applications

·       Verifies medical licenses and certifications as needed.

·       Processes associate absence and leave paperwork.

·       File worker’s compensation claims and coordinate with the Leave of Absence Coordinator, if time off is needed.

·       Attend morning meeting.

·       With guidance from Director of HR, assists center leadership with interpreting labor regulations, HR guidelines and employment forms

·       Creates and maintains personnel files in compliance with applicable legal requirements; audits periodically and takes action to correct missing or incomplete items ASAP.

·       Maintains GCHEXs roster.

·       Responsible for facilitating location general and HR orientation, and on-boarding for all new associates, coordinating with Recruiting, the Onboarding Champion Program Administrator, IT, and Hiring Manager.

·       Reports worked time and business expenses in accordance with organizational guidelines.

·       Ensures appropriate communication to facilitate prompt approvals on personnel actions.

·       Maintains associate files accurately and confidentially, under guidance and oversight of the Director of HR.

·       Answer any associate inquiries regarding their time record, benefits and/or pay.

·       Responsible for scheduling and facilitating Retention Committee Meetings, as well as tracking progress on turnover and retention goals.

·       Assists with achieving the turnover and retention goals.

·       Screens all candidates as needed and attend local job fairs for recruiting when available.

·       Markets the center in the local community.

·       Reviews HR Daily Checklist which includes Workday Reports.

·       Works with Director of HR under supervision for variety of general HR duties and assistance such as sitting in on performance coaching, associate investigations, or other HR-related meetings to take notes or  support the Director of HR.

·       Notifies the Director of HR of proposed terminations, obtains authorization to proceed, and prepares termination documents in advance. Attend termination meetings for non-supervisory workers* as a witness, countersign documents as needed

·       Collects company property such as badges, building keys, laptops or tablets, etc. Tracks and returns company property to appropriate parties, keeping a record of all items.

·       Runs and issues Workday Learning Reports.

·       Promotes the image and reputation of the System by exhibiting servant leadership and providing direct and open lines of communication.

·       Contributes to the work of committees, workgroups, project management, and other collaborative efforts of the System.

·       Performs other duties as necessary to ensure the success of the System.

SKILLS AND ABILITIES

·       Communication: Clear and effective communication, both written and verbal.

·       Confidentiality: Keeps information strictly confidential.

·       Professionalism: Takes care with grooming and attire to present appropriate professional image, adhering to both the HR and SNS Guidelines for Centers.

·       Interpersonal Skills: Builds rapport, manages relationships, and navigates sensitive situations with empathy and professionalism. 

·       Dependability: Demonstrates consistent, reliable attendance and performance of job responsibilities. Arranges backup coverage in advance and approved by Director of HR for PTO or other absences.

·       Organizational Skills: Manages paperwork, maintains records, and keeps track of various HR tasks and deadlines. 

·       Time Management: Prioritizes tasks, manages time effectively, and meets deadlines. 

·       Adaptability: Adjusts to changing priorities, new technologies, and evolving business needs. 

·       Proficiency in HRIS Systems: Knowledge of Human Resource Information Systems (HRIS) preferably Workday, with direct hands-on experience across multiple functions including Recruiting, Core HRIS/HCMS, Time and Attendance, etc. 

·       Understanding of HR Technology: Familiarity with various HR technologies and software used for recruitment, onboarding and other HR functions. 

·       Microsoft Office Suite: Demonstrates effective skills in Microsoft Office, particularly Excel, for data analysis and reporting.

·       Knowledge of Employment Laws and Regulations: Staying up to date on relevant employment laws and regulations is crucial for ensuring compliance. 

·       Recruitment and Onboarding: Skills in attracting, recruiting, and onboarding new employees (Assists in Candidate Sourcing, Reviewing Resumes/Applications, Screening, and coordinating with Hiring Managers, with the Onboarding Champion Program Manager and Recruiting for smooth New Hire Onboarding)

·       Employee Relations: Addresses employee relations, performance management, and employee concerns keeping a professional demeanor. Reports issues to Director of HRs for guidance and assistance as needed. 

MINIMUM QUALIFICATIONS

·       Bachelor’s degree in Human Resources, Healthcare Administration, or a related field preferred.

Or

·       Associate’s degree and three years HR related experience

Or

·       High school diploma or equivalent and five years HR related experience