Human Resources Assistant

by | Mar 12, 2024 | employment

POSITION TITLE:                    Human Resources Assistant

REPORTS TO:                            Chief Human Resources and Compliance Officer

FLSA Status:                               Non -Exempt

Date:                                              March 2023

 

Organizational Overview:

Manet Community Health Center serves the broad health needs of patients and residents across our service areas by delivering high quality, individualized, culturally sensitive primary care, behavioral health and supportive services for families and individuals of all ages. The health center is a federally qualified community health center (FQHC), fully licensed by the Department of Public Health, accredited by The Joint Commission, recognized by the National Committee for Health Assurance (NCQA) as a Patient-Centered Medical Home, and certified for Diabetes Self-Management Education and Support. A multi-site community-based health center, Manet ensures that our patients have unfettered access to all levels of the health care system and is especially committed to providing services for the medically underserved. Manet has three locations in Quincy, and one each in Hull, Taunton and Attleboro, Massachusetts – with two new sites opening in 2023: a school-based health center in Taunton and a clinic within a Housing Resource Center in Quincy for homeless and housing insecure individuals. Manet is committed to providing community leadership and collaboration to improve health outcomes for the residents and communities we serve.

General Definition and Scope of Job

Responsible for assisting the CHRO as well as the Human Resources & Credentialing team with a variety of Human Resource and Administrative tasks.  This includes monthly reporting, reconciliation, and calendar management, and file maintenance.Core Responsibilities

  1. Maintains employee files, including training, benefit, credential and employment records. Assures all are current, updated, accurate, and complete. Including both electronic and paper.
  2. Prepares new hire staff folders and completes new hire checklist and assists in new hire onboarding.
  3. Facilitates with IT to ensure appropriate equipment is ready.
  4. Completes the monthly OIG verifications for all staff. Including OIG verifications upon hire
  5. Completes new hire onboarding orientation schedule, send reminders to managers to attend weekly orientations of new staff,
  6. Works with HR Business Partner and ensures volunteer and student orientation paperwork is complete and filed on the HR drive.
  7. Assists with new hire orientation by greeting upon arrival, and assuring that new hires, students, volunteers, guests have badges with correct access.
  8. Assists with planning and execution of special events such as benefits enrollment, organization-wide all staff meetings, employee recognition events, holiday parties, and retirement celebrations.
  9. Responsible for monthly recognition and communication of years of service.
  10. Responsible for learning role and supporting credentialing as a backup for vacations and absences.
  11. Available to assist staff with questions related to Human Resources processes. Refers more complex questions to appropriate Human Resources Business Partner.
  12. Responsible for ordering staff business cards.
  13. Responsible for completion of employment verification inquiries.
  14. Responsible for reconciliation and coding G&A accounts payable for payment as requested.
  15. Safeguards confidentiality of employees at all times.
  16. Performs a variety of tasks, including filing, preparing reports, copying, and reference checks.
  17. Serves on employee committees as assigned, i.e., activities, safety, etc.
  18. Attends in-service training and education sessions, as assigned.
  19. Practices safe work habits to prevent injury to self and others.
  20. Performs specific work duties and responsibilities as assigned.
  21. Other related duties as assigned.

Critical Demands of the Job

  1. Manage multiple requests and prioritize appropriately.
  2. Ability to function in a faced paced setting with a variety of patients and staff.
  3. Attention to details and prompt follow up.
  4. Includes walking and standing for long periods of time, sitting for short periods of time, hand dexterity, clear hearing and speaking ability. Must be able to lift a maximum of 1/3 of their body weight.
  5. Excellent organizational and interpersonal skills.
  6. Proven Customer Service and Confidentiality Skills
  7. Team focused attitude.
  8. High energy and strong follow through

Minimum Skills, Experience and Educational Requirements

  1. High School graduate, or equivalent, required.
  2. Ability to communicate efficiently in a pleasant manner.
  3. Proficient in MS Word and Excel, along with ability to learn Paycom software.
  4. Human Resources experience preferred.
  5. Excellent customer service skills, including affinity for working with diverse populations.

Knowledge of:

  1. Modern office processes and procedures.
  2. Keyboarding, data entry and word processing skills
  3. Grammar, spelling and punctuation.
  4. Basic math skills
  5. Relevant computer hardware and software applications.

       Ability to

  1. Speak, read, and write the English language.
  2. Communicate effectively verbally and in writing.
  3. Speak effectively before groups of employees and respond to questions.
  4. Effectively and efficiently provide customer service.
  5. Handle stressful situations in a professional manner, including angry or difficult individuals.
  6. Multi-task and work in a fast-paced environment.
  7. Establish and maintain effective working relationships with coworkers, supervisors, other departments, offices, and outside agencies.
  8. Understand and practice safety procedures and precautions; and,
  9. Ability to travel between sites as needed.

Working Conditions

  1. Works in well-lighted environment with comfortable surroundings.
  2. Stressful at times due to competing demands, including attention to multiple patients and staff.

Required Availability

May be required to work a rotating schedule as the department requires. This includes evenings, holidays, and weekends.