Human Resources Specialist

Overview

The Human Resources Specialist 1 receives and screens visitors and provides primary telephone coverage for the department. This individual is responsible for providing assistance and excellent customer service to applicants and new hires to ensure all paperwork is accurately completed and understood. The HR Specialist 1 ensures that all required documentation (education, certification/licensure, background, I-9, etc.) for New Hires has been received, and has been primary sourced when required in order for the new hire to start working. The HR Specialist 1 also makes badges for employees, volunteers and job shadows, and is responsible for other administrative duties as needed. Customer service and supporting the NAH colleagues in answering HR related questions in a professional and customer focused manner is a primary focus for this position. Timeliness and attention to detail are also vital components to success in this role.

The Human Resources Specialist 2 may coordinate/administer one or more processes, systems, and activities related to performance management, employee relations, leave/ADA management, compliance, recruiting/onboarding, employee recognition, and unemployment. The HR Specialist 2 may also support other members of the HR team and may cross-train to support other aspects of human resources. While the HR Specialist 2 may specialize in some competency areas more than others, it is expected that this role partners with its peers to complete and support work assignments from all areas based upon business need.

This is an onsite position at Flagstaff Medical Center.

Responsibilities

HR Specialist 1:

New Hire Assistance* Responsible for timely and accurate data entry of information utilizing Lawson, Service Now, Microsoft Excel/Word, and other pertinent software in the Human Resources Department.

* Manages the departments' calendars, reviews schedules, and takes appropriate action to mitigate potential conflicts.

* Assists with the escorting and providing to directions to candidates as needed.

* Collects copies of all necessary new hire documentation such as I-9 documents, licensure, certification, etc., dates and initials copy. Primary sources all applicable licenses/certifications before new hire start date as required by TJC. Follows up on any outstanding documentation and/or licensure/certification and adds to employee file in Service Now.

* Reviews the new hire packet prior to appointment to ensure packet is complete and addresses any deficiency with the appropriate recruitment team member; meets with new hires to review packet and addresses questions/concerns.

* Reviews Section 1 of the I-9 to ensure it is complete and accurate. If it is not, ensure New Hire completes Section 1 during New Hire appointment and/or fixes any errors. Reviews I-9 documents presented for authentication and makes copies. Completes Section 2 of I-9 and uploads copies of documents. Completed E-Verify and ensures eligibility for work. If receipt of Tentative Non-Confirmation, notifies New Hire of steps they need to take. Completes weekly check of I-9 dashboard for items needing follow up.

* Provides appropriate ID badges to employees, volunteers, students, job shadows and vendors following departmental policies and procedures.

Administrative* Accurately codes and tracks all bonuses for employees (sign-on, referral), as well as relocation tracking, to ensure they are paid out on-time, in the correct amount, and to the correct person. This includes collections as well for employees who do not fulfill their contract obligations.

* Assist with the tracking and distribution of employee recognition awards as well as inventory of various tickets, gift cards and other items that NAH may provide as part of employee programs.

* Assist with logistics of employee events.

* Schedules appointments and meetings as needed for HR Team and book appropriate conference rooms as required through Outlook.

* Posts any announcements related to HR subjects, staff meeting, and holiday closures, etc.

* Complete EREQ training as required and order supplies as needed by department.

* Maintain the HR inbox and respond to emails in timely and professional manner.

Customer Contact* Receives and screens visitors in a professional and courteous manner.

* Manages access to the HR offices and personnel, provides information on who is requesting time and purpose of meeting.

* Answers questions regarding job openings, work schedules, and qualifications appropriately.

* Answers basic questions pertaining to employment process.

* Assists with the online application and transfer request process.

* Answers basic questions pertaining to benefits, recruitment, and New Colleague Orientation.

* Provides primary phone coverage for the Human Resources Department. Will handle multiple calls in a busy environment. Screens and directs calls appropriately. Takes complete and accurate messages.

HR Specialist 2:

Employees Relations/Compliance* Assists with employee relations activities to include but not limited to assisting the HR Business Partners with unemployment claims, hearings and investigations.

* Assists HR Business Partners in updating the HRIS system of record and uploading corresponding documentation regarding disciplinary actions and certifications/licenses.

* Maintains multiple compliance reports (i.e.: expired certifications/RQI /Mandatory Module) and reaches out to leaders when an employee should be pulled from the floor and/or corrective action should be issued.

Leave/ADA Administration* Serves as main point of contact with 3rd party vendor and stays in constant communication with vendor regarding issues with employee claims.

* Accurately codes employee claims in UKG and on timecards.

* Opens employee ADA claims in Service Now for HRBP's.

* Assists HRBP's, Managers, and Employee's as needed with employee leave claims.

* Assists employees when needed answering leave questions and opening claims when needed.

* Maintains Leave In-Box, responding timely to emails and managing leave claims.

Project Management* Support and coordinate HR related projects and initiatives to include but not limited to the areas of: onboarding/recruitment, leave/ADA administration, employee relations, certification/licensure compliance, I-9 compliance, creation and maintenance of job descriptions, subpoena requests in collaboration with the Legal Department, and development of reports.

* Assist with preparations for recognition events.Performance Management/Talent Management/System Administration* Oversee and manage all systems and processes related to performance management and recognition and rewards.

* In partnership with HR Manager, provide support for the annual performance review process to ensure compliance with the completion of timely performance evaluations, including but not limited to Halogen and OC Tanner.

* Activities will also include, but not be limited to, developing an annual work plan, system set up and on-going maintenance for Halogen, preparing and launching system forms, training new system users and super users on new processes, functionality and templates, reporting, and tracking/monitoring completion of reviews.

HR Administration* This position provides administrative support to the HR function as needed (e.g., correspondence generation, record keeping, file maintenance, HRIS entry, VOE response).

* Responsible for HR applications supporting Performance Management, Employee Relations, Recruiting/Onboarding.

* This position serves as a full back up to the HR Specialist 1 and as such should be fully competent in all aspects of that role.

* Other duties as assigned.

Compliance/Safety* Maintains confidentiality of all department and colleague matters.

* Completes all required annual mandatory modules and any other required HR related training in a timely manner.

* Responsible for reporting any safety related incident in a timely fashion through the Safety Reporting tool; attends all safety related training programs; performs work in a safe manner; monitors work environment for possible safety issues and ensures others are also performing work in a safe manner.

* Stays current and complies with state and federal regulations/statutes and company policies that impact the employees area of responsibility.

* If required for position, ensures all certifications and/or licenses are up-to-date and valid prior to expiration dates.

* Completes all company mandatory modules and required job specific training in the specified time frame.

Qualifications

HR Specialist 1:

Education:

High School graduate or GED- Required

Bachelor's Degree- Preferred

Certification and Licensure:

SHRM-CP or PHR- Preferred

Experience:

Two years prior experience in busy, fast paced, customer service environment (office setting preferred)- Required

Data entry experience - Required

Intermediate level or above experience with computer spreadsheets and word processing programs (Excel, Word, Outlook, etc.)- Required

Human Resource experience- Preferred

HR Specialist 2:

Education:

High School Diploma or GED- Required

Bachelor’s Degree in Business, Human Resources, Psychology, Organizational Development or related field- Preferred

Certification and Licensure:

HR certificate program from an accredited institution consisting of six to eight courses that cover the fundamentals of HR (i.e., Principles of HRM, Compensation & Benefits, Organizational Development, Recruitment & Selection, Employment Law, Training & Development, Employee Relations, Performance Management)- Preferred

PHR or SHRM-CP- Preferred

Experience:

Minimum of 1 year HR experience. - Required

Minimum of 3 years professional work experience in an office setting. - Required

Working knowledge of HR related systems. - PreferredKnowledge/experience in regulatory compliance, specifically meeting time sensitive compliance deadlines within a healthcare setting - Preferred

Healthcare is a rapidly changing environment and technology is integrated into almost all aspects of patient care. Computers and other electronic devices are utilized across the organization and throughout each department. Colleagues must have an understanding of computers, and competence in using computers and basic software programs.