Human Resources Front Desk Coordinator

The Human Resources Coordinator I and II support the HR organization by assisting with various human resources administrative activities. Serves as the first point of contact for the human resources department and provides excellent customer service to both internal and external visitors. Note All incumbents will assume the role at Level I, with opportunity to advance to Level II based on education and experience plus proven proficiency in Level II tasks assigned to the role.

Coordinator I (tasks staff should be able to perform; may not be assigned on a regular basis)

Front Desk

• Has a basic understanding of all human resource tasks.
• Distributes departmental mail and other correspondence.
• Directs employee inquiries to appropriate human resource staff that may not be answered at the front desk.
• Distributes information to employees at front desk that may include paychecks, benefit information, union responses and general information that may need to be shared.
• Provides basic letters for employment, completes requests for information from employee, or agency to include proof of employment, employment status, hourly wages, and verification checks.
• Updates the applicant tracking database daily regarding appointments and the applicant's progress through the onboarding process. This includes health office, drug test, new employee orientation (NEO), and compliance information. Schedules appointments such as health office, drug testing, and fingerprinting.
• Verifies all information regarding the position, including the pay rate, are correct by referencing the union handbook, the hiring manager, HR Business Partner and/or Director of Recruitment for all union and non-union positions.
• Greets and directs visitors at the front desk. Answers phone calls and directs calls where needed. Returns calls when left on the HR voicemail.
• Orders department supplies and submits purchase orders for approval.
• Prepares and issues offer letters along with new hire paperwork.
• Processes and reviews screening requirements such as references, health care compliance (OIG, OMIG, SAM), initial backgrounds checks, department of health criminal history record checks, education requirements and certification/license requirements.
• Maintains a friendly and inviting front desk with exceptional customer service.
• Prints employee badges and maintains access control system. Onboarding
• Fosters open communication with the hiring managers, recruiters and generalists regarding candidates for onboarding.
• Reviews events from NYS DMV License Event Notification Service (LENS).
• Posts all internal and external job postings in the applicant tracking system and on the job boards.
• Assists with criminal background checks – 8 factor investigation analysis on applicants being considered for employment and for current employees as required. Compares the information provided to the application and CHRC form.
• Distributes bus passes and maintains tracking system.

Labor

• Processes all unemployment claims with appropriate documentation. Respond to requests for additional information. Prepares Business Partners for UI hearings. Monitors spending costs for unemployment.
• Tracks occurrence-counseling form and communicates with job coach on follow up.
• Submits initial termination request in iCIMS.
• Writes job abandonment letters, termination letters, and status of employment letters for Cunningham/Fahey, and Advanced Meal employees.
• Able to act as witness and scribe for investigations, grievances, 8-Factor investigation, labor management, union meeting, and other as assigned by the HR Business Partner.
• Provides basic letters for employees upon employees request; i.e., employment status (active/term), hourly wage, etc.
• Completes information requests for the union as assigned.

Compliance

• Maintains CHRC (Criminal History Record Checking) and Home Care Registry databases. Adds, updates or removes new hires, name changes, transfers, terminations and reinstatements database within established timeframes.
• Assists in responding to information requests and audits conducted by federal and state agencies including preparation of responses and coordination with agency representatives, business entities, and internal and external legal counsel.
• Tracks and manages monthly CNA, LPN, and RN license renewals.
• Audits the NYS DMV License Event Notification Service (LENS) program. Enters or removes participants and terminations promptly. Reviews LENS reports and notifies managers as appropriate.
• Ensures certifications and professional licenses are verified, current and that the appropriate records are kept for clinical employees. Tracks expiration or renewal dates, and follows up with employees and/or managers to prevent lapses in certification. Verifies CNA trainee licenses. Ensures that all certification requirements are complete.

General

• Audits HR files and data for accuracy, integrity, and compliance at all sites. Ensures information collected is complete, accurate and filed in compliance with employment policies as well as federal, state and regulatory agency requirements. Supports requests for HR information needed for government inspections and surveys.
• Strong interpersonal and customer service skills.
• Participates in job fairs and recruiting events as requested.
• Level I High School diploma plus one year of HR administrative experience
• INDPRO
• Strong written and oral communication skills.
• Maintains knowledge of all union contracts.
• Keeps current knowledge of applicable labor and employment laws. Ensures corporate policy/procedure and third party agency regulations are adhered to.
• Performs clerical tasks such as filing, mass mailings, year-end archiving etc., as needed.
• Proficient in MS Office applications.
• Strong organizational and multitasking skills.
• Maintains confidentiality of employee and applicant information.

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

Physical Requirements

Walking/Standing 15.00%

Sitting 80.00%

Lifting 5.0%

• Convenient locations with free parking
• Discounted Gym Membership
• Excellent medical, dental, prescription and vision insurance
• Disability coverage
• Generous Paid Time-Off Accrual
• Fun events for employees
• Tuition Reimbursement Program
• Employee Coaches - to help you achieve life goals
• 401(k) Retirement/Pension Plans
• Free Loretto Health Clinic Visits
• Opportunity for career growth and movement within 19 sites!
• Diaper Assistance Program