HR Assistant

Job Title: HR assistant

Reports to: HR manager

Supervises: n/a

Department: Clerical

Location: Grandville

Employment Status: part time

Job Summary:  The HR assistant supports the Human Resources manager with recruitment, maintaining employee records, managing employee schedules and time off, and responding to employee inquiries regarding benefits.

Job Duties and Functions:

• Assists the Human Resources manager in maintaining paper and electronic records of all employees including bi-weekly updates of PTO accruals/usage.
• Assists the Human Resources manager with all matters related to leave management such as FMLA, ESTA, short-term and long-term disability leaves and benefits.
• Assists the Human Resources manager with recruiting potential new hires as well as scheduling their interviews and job shadows.
• Assists the Human Resources manager with completing all employee verification requests in a timely fashion.
• Assists with the coordination of trainings sessions, seminars and corporate wide events. Tracks employee certifications and any CEUs they earn.
• Collaborates with leadership to develop and enforce staffing guidelines.
• Assists with the management of the complex staffing and scheduling across all locations.  This involves working on and publishing the weekly schedule, recording time-off, tracking attendance, and coordinating last minute shift changes.
• Approves all timecards for hourly employees in preparation for payroll.
• Coordinates the orientation of all new employees including benefit enrollment and all other onboarding activities.
• Performs additional administrative support to all West Michigan Dermatology leaders as needed.

Knowledge/Skills/Abilities:

• Associates degree in Human Resources or related field is preferred with 2+ years of experience working with employee records in an office setting.
• Superb organizational and time management skills.
• General understanding of HR functions and best practices.
• Excellent verbal and written communication skills.
• Must be reliable with a strong work ethic and a high regard for confidentiality and the privacy of employees.
• Ability to establish and maintain positive relationships with employees, physicians, and management.

Environmental Working Conditions:

• Must be able to work in an office environment and sit at a desk for an extended period of time. Must be able to work on a computer for 3-4 hours at a time.

Physical Requirements:

• Physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is occasionally required to stand; walk; sit; use hands to finger; handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, and the ability to focus. Requires visual acuity and normal color perception.

 HIPAA/PHI Security Level: HIGH (Low, Medium, or High)

Indicate the security access level of Protected Health Information (PHI) as necessary to perform essential key responsibilities of the position (access, utilize, disclose, store, and/ or dispose of PHI).

1. Low –information access is of general nature representing summary type data rather than specific identifiable demographic or sensitive data.
2. Medium – information access is specific to an individual’s demographics and service information (type of service, services received, dates of service, and provider of service).
3. High – information access is detailed and sensitive to an individual’s demographics, service information, and personal medical history (past/present medical conditions, specifics of medical diagnosis or tests, treatment plans, and family history).

All job requirements listed indicate the minimum level of education, knowledge, skills and/or experience necessary to proficiently perform the job. This job description is not to be construed as an exhaustive statement of duties, responsibilities or requirements. Employees will be required to perform any other job-related duties assigned by their site manager.

West Michigan Dermatology provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.