Description

Job description

JOB SUMMARY

The Human Resources Manager is responsible for overseeing the Human Resources Department’s processes for organization and maintenance of employee files, employment records, all necessary paperwork and documentation required by federal, state and local laws and regulations. This position assists the Clinical Director and Executive Team with all communications related to Human Resources and employee relations. This position serves as the liaison between departments, existing staff, new/potential staff, managers, the leadership team, as well as our outside HR Consultant and Employment Attorney. This position is responsible for monitoring and fielding all phone calls, emails, TEAMS, paper mail and faxes as they come into the HR office. A can-do attitude is a must. The Human Resorces Manager oversees all steps of the onboarding and off-boarding process. This position oversees and directs staff to complete the necessary steps and paperwork for maintaining and updating employee records, required certifications, and other documentation as necessary.

ESSENTIAL DUTIES:

· Excellent and reliable attendance and punctuality

· Maintain a tidy and organized personal work space

· Assist the Director and/or Office Manager with communication to staff regarding the office/clinic

· Demonstrate effective decision-making ability

· Keep a daily record of necessary steps and processes to complete tasks

· Send necessary reports to supervisor

· Communicate regularly, as needed, with HR Consultant/ Employment Attorney regarding all employment law compliance and best practice matters

· Communicate guidance from HR Consultant to the Leadership Team

· Write business correspondence

· Examine files or documents to obtain information

· Obtain information from individuals

· Fill out business or government forms with the necessary help from HR Consultant/ Employment Attorney

· Prepare reports as requested

· Demonstrate professional oral and written communication skills

· Prepare a Transaction Notice (TN) for each New Hire and again throughout the employee’s tenure, as needed, to document any significant change in the terms of employment such as promotion, demotion, raise, leave of absence, change of status from non-exempt to exempt, from full-time to part-time, etc.

· Initiate new employees’ benefits with, broker, or other parties as directed

· Track benefits eligibility dates and ensure benefits packages are provided timely to new employees once they become eligible

· Assist new employees with completion of their benefits packages OR submission of their signed declination form if they choose to waive coverage

· Prepare responses to CA’s Employment Development Department (EDD) for all claims for SDI, PFL, and UI benefits filed by employees. Work with our HR Consultant to ensure accuracy before submitting to EDD.

· Refer requests for employment and/or salary verifications to the Executive Team

· Calculate vacation hours owed to the departing employee

· Ensure final paycheck and vacation check will be ready on time

· Contact broker to stop healthcare coverage on the appropriate date and request a COBRA election package to be sent to the employee.

· Compile and prepare reports and documents pertaining to personnel activities.

· Process, verify, and maintain personnel related documentation, including staffing, recruitment, training, grievances, performance evaluations, classifications, and employee leaves of absence.

· Evaluate information to determine compliance with HR standards

· Monitor processes, materials, and operations for on-going compliance assessment

· Communicate with legal counsel as directed by Executive Team

· Monitor electronic signing system (i.e.Dropboxsign and Paylocity)

· Monitor, approve, deny and relay details to scheduling department for time-off requests on a regular basis

· Create and send offer letters

· Create and monitor details for pay scales in collaboration with Executive Team

· Conduct and oversee employee meetings (interviews, exit interviews, annual reviews, disciplinary meetings, etc.)

· Send job offers through Paylocity

· Refer to KC Handbook for policies and procedures

· Stay up to date on new CA laws to ensure we compliance

Oversees the following:

· Issue identification badges or other documents to employees

· Ensure protection and security of files and records (maintain a record of current login credentials and security codes)

· Monitor and field all Human Resources phone calls and/or e-mails

· Assist with preparation and verification of time sheets as needed

· Ensure filing systems, both physical and digital records, are maintained and up to date, organized and detailed

· Communicate with employees to gather and/or disseminate information

· Examine files or documents to obtain information

· Obtain information from individuals

· Maintain inventory of general office forms and HR forms

· Explain rules, policies and regulations to employees as needed after approved or enacted by executive team

· Monitor New Hire status, certificates, initial training schedules throughout onboarding process

· Monitor electronic signing system (i.e.Dropboxsign)

· Maintain up-to-date New Hire forms and required legal notices

· Maintain file of job openings, applications, interviewees, and preferred candidates in Paylocity and Central Reach

· Update and maintain digital employee files

· Maintain current up to date documentation for all employees

· Update OT Fieldwork Spreadsheet with Fieldwork Coordinator

· Contact employees for return-to-work status

· Updating scheduling department on staff out

· Regularly check and respond to emails, phone calls, TEAMS, and Central Reach messages

· Request reports or records

· Create termination TNs for the file and enter termination info into the payroll system

· Create and maintain employee files and separate I-9 binders

· Administer tests to determine qualifications of applications

· Appropriately terminate employees in the electronic system

· Explain company personnel policies, benefits, and procedures to employees or job applicants.

· Create and send “end of day note” via email for employee attendance for following day.

· Update Employees Sick Spreadsheet

· Update Onboarding/Offboarding Spreadsheet

· Update New Hire Checklist Spreadsheet

· Update Employee Documentation Spreadsheet

· Record data for each employee, including such information as addresses, weekly earnings, absences, scheduling and assignments, supervisory reports, dates of and reasons for terminations, etc..

· Set up on boarding for new hires in Paylocity

· Set up employee in our system (CR, CRI, Zywave, Teams/outlook)

· Follow up on job offers with a phone call

· Send emails to incoming OT Fieldwork Students

· Process all onboarding emails, documentation collection, set them up in CR and CRI, check live scan status

· Ensure employee compliance for all staff members

· Complete Termination Checklist including removing all access from terminated employee.

· Employee Scheduling Audits

· Manage time - off requests (sick, vacation and non paid time off) and update calendar for the scheduling department

· Answer employee questions regarding benefits eligibility, pay stubs, sick and vacation accruals, and other pertinent information.

· Examine employee files to answer inquiries and provide information for personnel actions.

· Gather personnel records from other departments, supervisors, or employees.

· Take phone messages

· Schedule and track candidate interviews

· Initiate Live Scans for new hires; track progress; collect and file

authorization forms

· Onboard new employees; track each file, using checklist, until complete

Other Duties:

· Maintain office efficiency and cleanliness - following protocols and meeting deadlines

· Maintain and replenish back office supplies

· Maintain all office equipment

· Other duties as required by the Clinical Director and Executive Team

· Maintain staff issued electronics tracking

· Process and update staff requests for uniform, equipment, and/or other items

MINIMUM QUALIFICATIONS

Education and Experience

· Must have a High School Diploma

· Must have at least three years’ minimim related work experience.

· Preferred - Associate’s or Bachelor’s degree. However, additional years of relevant work experience may substitute for a degree.

· Must have SHRM or other qualifying certifications

***The above requirements will be be verified by our Recruiter and you may be asked to provide proof prior to interview.***

Knowledge, Skills, and Abilities Required

· Required - Proficiency in Microsoft Word, Excel, PowerPoint, QuickBooks

· Required - Fluency in English(read, write and speak)

· Preferred – Basic knowledge of California employment law and best practices for personnel recruitment, onboarding, performance management, termination, and documentation.

· Preferred - Knowledge of administrative and clerical procedures and systems such as word processing, creating and managing files for compliant personnel record-keeping, and other office procedures and terminology.

· Minimum of 3 years experience in HR

WORKING CONDITIONS AND ENVIRONMENT:

Work is performed in an indoor office environment with moderate noise, light and temperature levels. Position requires frequent interaction with multiple individuals. Interaction with staff in other locations over Zoom, Teams or other platforms frequently. Work may be stressful on occasion. Some evening and weekend work may be necessary from time to time. The workplace environment for this position is generally collaborative and supportive, but a number of routine tasks require the employee be self-directed and work independently.

PHYSICAL DEMANDS OF THE JOB:

The physical demands described in the following paragraphs are representative of those that must be met in order to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand, and locomote throughout the office. The employee is frequently required to speak and hear. The employee is occasionally required to reach with hands and arms, stoop, bend and/or twist at the waist, and kneel or crouch. The employee must frequently lift and/or move up to 10 pounds.

Most of the day is spent sitting at a desk (for up to 6.5 hours in an 8-hour day), communicating by telephone, entering data with a computer keyboard and reviewing emails and other documents or data on the computer screen. Work requires well-developed typing skills and sufficient manual dexterity to operate a keyboard, calculator, telephone, copier, scanner, fax machine, and other office equipment as necessary. Vision must be correctable to levels that allow performance of tasks inherent to common office work. Specific vision abilities required by this job include close vision, mid-range depth perception and the ability to adjust focus. Hearing must be correctable to an acceptable range for clear and efficient telephone communications.

MENTAL DEMANDS OF THE JOB:

Position requires the mental ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Position requires alertness and the ability to respond quickly and appropriately to various administrative and/or logistical challenges and to emotional or otherwise sensitive situations or issues that occasionally occur. Position requires common-sense decision-making and the ability to discern when a situation must be escalated to the Director or other manager. Discretion, diplomacy, and a calm demeanor are paramount.

Job Type: Full-time

Salary: $75,000.00 - $110,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• On call

Ability to Relocate:

• Simi Valley, CA 93065: Relocate before starting work (Required)

Work Location: In person

Requirements

MINIMUM QUALIFICATIONS

Education and Experience

· Must have a High School Diploma

· Must have at least three years’ minimim related work experience.

· Preferred - Associate’s or Bachelor’s degree. However, additional years of relevant work experience may substitute for a degree.

· Must have SHRM or other qualifying certifications

***The above requirements will be be verified by our Recruiter and you may be asked to provide proof prior to interview.***