Position Title: Human Resources Generalist (EMS)

Exempt (Y/N): Yes

Reports To: Human Resources Director

Revised Date: March 23, 2026

Position Summary

The Human Resources Generalist supports the daily HR operations of a fast-paced Emergency Medical Services (EMS) organization, with a primary focus on payroll processing, leave administration, and employee support. This role ensures accurate and timely payroll through ADP Workforce Now, administers employee leaves and workers’ compensation claims, and supports engagement initiatives for field and administrative staff.

This position requires a strong understanding of the unique scheduling, compliance, and operational demands of EMS personnel, including part-time workforce management, shift-based staffing, and high-response environments.

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Key Responsibilities:

Payroll Administration (EMS-Focused)

· Process payroll accurately and on time using ADP Workforce Now, including complex EMS schedules (24-hour shifts, overtime, callbacks, and shift differentials)

· Audit timekeeping data to ensure accuracy of hours worked, including field time, training time, and special assignments

· Ensure compliance with federal, state, and local wage and hour laws, including FLSA regulations as they apply to EMS personnel

· Collaborate with Scheduling and Operations to validate time records and resolve discrepancies

· Respond to employee payroll inquiries in a timely and professional manner

· Maintain payroll records and assist with reporting and audits

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Leave Administration

· Administer leave programs including FMLA, ADA, military leave, and employer-specific leave policies

· Track intermittent leave usage common in EMS environments

· Partner with employees and supervisors to coordinate leave coverage while maintaining operational readiness

· Ensure compliance with all applicable laws and internal policies

· Manage return-to-work processes, including fitness-for-duty requirements where applicable

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Workers’ Compensation

· Manage workers’ compensation claims, including those related to on-duty injuries, exposures, and high-risk field environments

· Coordinate post-accident processes including drug screens, incident documentation, and reporting requirements

· Act as liaison between employees, supervisors, medical providers, and insurance carriers

· Monitor claim progress and facilitate light-duty or return-to-work assignments

· Maintain accurate documentation and ensure regulatory compliance

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Employee Engagement & Retention

· Support engagement initiatives tailored to EMS personnel, including field staff recognition, wellness programs, and burnout mitigation efforts

· Assist in planning events and recognition activities during EMS Week and other key observances

· Partner with leadership to promote a positive and supportive culture across shifts and stations

· Gather employee feedback and assist in implementing improvement strategies

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Uniform Program Management

· Oversee uniform program for field staff, including ordering, distribution, and replacement of EMS-specific gear

· Ensure compliance with organizational uniform standards and safety requirements

· Maintain inventory and coordinate with vendors to ensure timely availability

· Track uniform issuance and returns for both full-time and part-time employees

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Part-Time & Workforce Compliance

· Monitor part-time (.6) and PRN employee hours to ensure compliance with organizational policies and ACA thresholds

· Partner with Scheduling to ensure appropriate staffing levels while maintaining compliance

· Track employee classifications and eligibility for benefits

· Assist leadership in managing workforce utilization in a 24/7 operational environment

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General HR Support

· Support onboarding of new EMS personnel, including participating in new hire orientation

· Maintain accurate employee records within HRIS systems

· Assist with policy implementation and compliance specific to EMS operations

· Provide HR guidance to field supervisors and leadership

· Support internal and external audits by preparing, analyzing, and reporting on key HR metrics to ensure accuracy, compliance, and informed decision-making.

· Monitor and track employee attendance, ensuring accurate documentation of absences, tardiness, and leave usage while enforcing organizational attendance policies and supporting operational staffing needs.

· Other duties as assigned

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Qualifications:

Education & Experience

· Bachelor’s degree in Human Resources, Business Administration, or related field preferred

· 2–5 years of HR experience, preferably in healthcare, EMS, or public safety environment

· Strong payroll experience required; ADP Workforce Now preferred

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Knowledge, Skills, and Abilities

· Understanding of EMS operations, including shift work, field response, and scheduling complexities preferred

· Knowledge of FLSA, FMLA, ADA, and workers’ compensation regulations

· Strong attention to detail and ability to manage high-volume, time-sensitive tasks

· Excellent communication skills with ability to work effectively with field and administrative staff

· Ability to maintain confidentiality and handle sensitive information

· Strong organizational and problem-solving skills

· Proficiency in Microsoft Office Suite (Excel preferred)

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Work Environment

· Combination of office and field interaction, including employee engagement activities

· Fast-paced, high-demand environment supporting 24/7 EMS operations

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Physical Requirements

· Prolonged periods of sitting and computer work

· Occasional lifting of materials up to 20 pounds (uniforms, supplies)

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Preferred Certifications

· PHR, SHRM-CP, or equivalent certification preferred

Human Resources Generalist

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