Human Resources Specialist/ Volunteer Coordinator

GENERAL DESCRIPTION OF POSITION: Under the general supervision of the Chief HR/CC Officer, will specialize in the complete process of posting a vacancy using the PAYCOM platform from the time the position is created until the position is being offered for employment. Will initiate the advertising of all SC vacancies; maintain a vacancy report by department. This will be done by using PAYCOM. Will process immigration requirements of new hires and those needing to update authorizations using E-Verify. Assists the HR Specialist II in maintaining competency-based job descriptions, personnel files and HRSA standards. Works serve as the coordinator for the Volunteer program. Coordinates the processing of new employees and volunteers. Will perform all duties which involve interaction with a patient in a manner which ensures the patient has a pleasant and satisfactory experience. All interactions with the patients will be in adherence to the PCMH principles, policies, and procedures.

Working Hours: 8:30AM to 5:30PM M-F

ESSENTIAL JOB FUNCTIONS: (With or without accommodations)

Recruitment and Applicant Management

• Works directly with supervisors to keep job descriptions current, post vacancies, develop interview questions, and screen applicants and volunteers.
• Maintains job descriptions in PAYCOM and coordinates interview and selection schedules with supervisors. Will create a separate job description file for volunteers.
• Establishes screening criteria for positions with more than five applicants.
• Reviews interview questions before interviews to ensure they are meaningful, appropriate, and legally compliant; consults with the HR Officer when needed.
• Maintain records so they are ready for EEOC audits.

Documentation, Compliance, and Reporting

• Manages all aspects of position postings while following applicable federal and state requirements.
• Prepares tables, reports, memos, and letters using available electronic systems.
• Ensure all clinics comply with required federal and state postings.
• Maintains compliance for new employee orientation requirements, including OIG exclusion list checks.
• Assists the HR Specialist on onboarding new employees using the Paycom platform.
• Maintains current I-9 records, tracks compliance, uses E-Verify for immigration compliance, and stores or destroys records according to the record retention plan.
• Enter and remove new employees into PAYCOM and activate and archive in NTracts
• Credentials and recredentials for non-clinical staff who work with patients.

Employee Support and Internal Coordination

• Provides general information regarding Workers' Compensation, FMLA, and related state and federal benefit requirements.
• Works with HR Specialist II to respond to labor, salary, and similar surveys.
• Reports new hires to state agencies as required.
• Photographs employees; prints, assigns, and distributes employee identification cards, ID numbers, and barcode numbers.
• Serves as a backup for orientations and ensures documents are secured and personnel actions are completed.
• Works with Payroll to process new employees into the payroll system.
• Assists coworkers with duties during absences or upon request.

External Communication and Coordination of Services

• Coordinates employee exit interviews, assists with policy interpretation, and performs related duties as requested.

• Serves on assigned committees.

• Works with schools and community organizations to support external recruitment efforts.

• Attends community recruitment functions.

• Volunteer Recruitment and Program Development

• Works with clinic volunteers, supervisors, managers, and directors to develop volunteer recruitment plans.

• Creates volunteer job descriptions and maintains volunteer and student policies and procedures.

• Promotes volunteer opportunities for all clinic sites through civic and community clubs, schools, universities, senior recreational parks, and other community groups.

• Collaborates with Outreach and the HR Specialist/Coordinator of Residents/Students on joint activities.

• Screening, Placement, and Records

• Interviews, screens, and places students and volunteers throughout the clinic in coordination with the appropriate managers.

• Addresses volunteer issues as they arise.

• Ensure volunteer hours are logged and reported monthly.

• Maintains volunteer applications and required documentation.

• Orientation, Training, and Community Partnerships

• Develop and conducts orientations for all volunteers.

• Hold volunteer meetings to share Clinic updates and provide additional training as needed.

• Maintains documents related to volunteer requirements.

• Works closely with schools and universities to recruit volunteers.

• Orients and works with TWC referrals.

• Recognition, Reporting, and Special Projects

• Maintains the volunteer webpage.

• Develop and implement a volunteer reward and recognition program.

• Prepares written monthly reports for the Human Resources Committee.

• Works with various departments at special events involving volunteers and serves on assigned committees.

• Works with HR staff on special projects.

• Attendance, Safety, and Other Duties

• Maintains a regular and predictable work schedule in accordance with Clinic leave policy.

• Performs other duties as assigned.

• Responsible for personal safety and the safety of others.

• Demonstration of safe and professional conduct:

• Will participate in the execution of mandatory training clinic wide by actual hands-on training, contacting a community representative, an internal resource and/or the coordination of virtual meetings.

• Attends work on a regular and predictable schedule in accordance with clinic leave policy and performs other duties assigned. Responsible for their own safety as well as the safety of others.

• POSITION DIRECTLY SUPERVISED: Volunteers