Provides administrative support to the Human Resources Department on all personnel matters. Compiles and maintains personnel records by performing the following duties.

Essential Duties and Responsibilities

Include the following. Other duties may be assigned.

General Responsibilities

• Shares front desk responsibility 50/50 with peer HR Associate.

• Performs customer service functions both in-person and by telephone for employees, applicants, visitors, department managers and others. Ascertains needs of visitor or caller and refers as appropriate, when unable to assist or meet the needs of the customer.

• Processes background checks for new employees, based on policy.

  • Process and notarize Child Protective Services Background Search for the following departments: Mother/Baby, Labor & Delivery, Nursery and Comfort Care Home Health and the contracted employees for these departments. This includes new hires and transfers to the units/departments.

• Verifies I-9 documentation.

• Sorts mail and distributes to appropriate employee mailboxes.

• Photocopies, faxes/scans documents and performs other clerical functions such as filing documents into appropriate employee files, processing mail, preparing correspondence, etc.

• As requested, assists with the tracking of departmental and company measurements that support the accomplishment of the company's strategic goals.

• Prepare employee files for regulatory inspections. Ensures that all required documentation is available for inspection (including electronic documentation).

• Assist employees with advanced certification payment.

• Coordinates orientation for contract employees.

• Serves as department notary.

• Assists with department functions as requested.

• Attention to detail, accuracy in data entry and ability to multi-task are essential functions for this position.

• Must have excellent customer service skills.

Employment

• Responsible for employee files, to include processing changes/updates to compensation, benefits, and filing.

  • Processes ERMs and ensures that all job description required documentation is obtained prior to processing the request. This includes, but is not limited to licenses, certifications, education and additional background checks as appropriate.

  • Updates payroll as required for exception report (PAL payout, etc.).

• Verifies new hire and current employee eligibility to work based on Homeland Security requirements (ex OIG database and SAM.gov).

• Completes employee verification requests and provides written references as defined in the HR policy.

• Prepares information requested for subpoenas. Request and processes payment according to policy. Ensure payment is received before records are released.

• Responsible for the ordering, distribution and payments for employee service awards and retirement packets. Notifies managers when packets are available for pickup in HR.

• Maintain logs for subpoenas, garnishments and child support orders. Contact appropriate personnel for pick up and signatures.

• Contact Managers and Generalist regarding the Virginia Employment Commission correspondence to ensure they’re available for the scheduled call and coordinate as appropriate.

• Assists with recruitment process.

• Reconciles and processes payments for employee background check, recognition/service award vendor, Virginia Employment Commission (Reconciles statement for quarterly unemployment reimbursements) and other employment related functions.

• Orders supplies for department, ensuring that budget is considered.

Benefits

• Prepares paperwork required for new hires and establishes personnel file.

• Provide new hire missing documentation list to the recruiters for the new hires bi-weekly and send a reminder (memo) to the new hire during orientation.

• Update Security Badge File and test badges prior to orientation to ensure that they are working correctly.

• Sets up new hires in HRIS System.

• Serves as initial point of contact for benefit questions/concerns.

  • Assists employees with any benefit claim issues or concerns and uplines as appropriate.

  • Verifies benefit eligibility on vendor websites and contacts vendors as appropriate.

• Responsible for employee files, to include processing changes/updates to personal data, compensation, benefits, tax data, direct deposits and filing.

  • Ensures that termination files are pulled and purged as per policy.

  • Ensures that all new hire files are completed and filed.

  • Updates payroll as required for exception report (PAL payout, etc.).

• Exports new-hire paperwork from Applicant Tracking System to the HRIS System.

  • Process HR documents such as new hire documents; check Human Resources authorization documents; ensure timely completion/filing of I-9 documents.

• Responsible for termination process.

• Run query from HRIS system for new hires bi-weekly and send to the orientation group.

• Assist Employees with Benefit Enrollment and adding dependents and enrollment/questions throughout the year.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Education and Experience

BS degree in HR or related field required. A combination of education and previous will be considered in lieu of degree. One year previous experience preferred.

Certificates, Licenses, Registrations

Professional Certification preferred.