Human Resources Coordinator

Responsible to                                                 Position Classifications
Director of Human Resources                                 Salaried/Exempt           

Directly Supervises and Evaluates                                          

None

Is Back Up To:                 Employment Coordinator

Is Backed Up By:           Director of Human Resources

WOODLAND POND CONFORMANCE STATEMENT

In the performance of their respective duties and responsibilities all employees are expected to conform to the following:

• Performing quality work with or without direct supervision
• Interacting professionally with other employees, residents, guests, and all others
• Working effectively and in accordance with the Woodland Pond Communication Fundamentals
• Completing tasks independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations
• Complying with all federal, state and local standards, guidelines and regulations as well as Woodland Pond policy and procedure at all times

Position Summary      

The Human Resources Coordinator is a generalist who plays a critical role in supporting the Human Resources department, with a primary focus on payroll processing, employee records, and administrative functions. This position is ideal for a detail-oriented, organized, and proactive professional looking to contribute to the smooth operation of HR processes within a Continuing Care Retirement Community (CCRC)

ESSENTIAL DUTIES AND RESPONSIBILITIES 

Payroll Processing

• Processes bi-weekly payroll for all employees, ensuring accuracy and timely completion
• Verifies and reconciles timesheets, overtime, and benefits deductions
• Addresses payroll discrepancies and resolves issues with employees in a professional manner
• Ensures compliance with state and federal payroll regulations, including tax filings, wage garnishments, benefit contributions, disability payments, etc.
• Maintains accurate records of employee hours, attendance, and leave balances
• Prepares and submits payroll reports for internal and external stakeholders as needed

Human Resources Support

• Assists with the on-boarding and off boarding processes for new and departing employees, including coordinating and conducting orientation and preparing necessary paperwork
• Maintains and updates employee records, ensuring all HR documents are compliant with legal requirements
• Coordinates benefits administration, including health, dental, vision, supplemental, and retirement plans
• Coordinated the ‘Applauds’ rewards program
• Assists with recruitment activities, such as scheduling interviews, preparing job postings, and conducting reference checks
• Supports employee relations by addressing inquiries regarding HR policies, benefits, and payroll

Compliance, Safety and Reporting

• Ensures compliance with CCRC-specific labor laws, regulations, and internal policies, especially those affecting senior care environments
• Maintains records of employee certifications, licensures, and mandatory trainings
• Assists with Workers’ Compensation administration. Complies with all safety policies, actively promotes safety, and maintains a safe work environment
• Prepares and files required reports for local, state, and federal agencies (e.g., EEO, FMLA, OSHA, and other regulatory bodies) as needed

Administrative Support

• Handles routine HR-related inquiries from staff and management in a professional manner
• Assists with preparation of HR-related communications, including policy updates and employee announcements
• Maintains and orders all departmental supplies
• Coordinates HR meetings, trainings, and employee events as required
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing

Technology and Systems Management

• Maintains and updates HR software systems for payroll, employee records, and benefits administration
• Is innovative and forward thinking, continuously looking to improve systems and system functionality
• Generates reports and assists with audits as necessary

Other

• Maintains confidentiality of all personnel matters, as appropriate (*CF)
• Maintains a positive, cheerful, professional demeanor at all times, including with confidential and sensitive issues
• Completes all required training and in-services
• All other duties as assigned

GENERAL SKILLS AND ABILITIES

• Understands that honesty and ethics are essential in the performance of duties
• Strong organizational, problem–solving and analytical skills
• Effective time management skills and the ability to manage multiple priorities and workflow in a fast paced environment with great attention to detail and strong follow-through skills
• Able to work a flexible schedule due to staff requests and/or special events, including additional hours and possible evening and weekend hours
• Maintains predictable and reliable attendance

Qualifications

1. Bachelors Degree or equivalent preferred; high school diploma or HSE required
2. Two years experience working as a Human Resources Coordinator preferred in the healthcare and/or hospitality industry
3. Familiarity with labor laws, including FMLA, FLSA, and ADA, especially as they relate to the healthcare industry
4. Proficient with all Microsoft Office programs and HRIS/Payroll programs
5. Strong inter-personal skills with the ability to speak clearly and listen attentively to staff, peers, supervisors, residents, guests, and visitors. This is a high-profile, public facing position; positivity and professionalism are a must

DEgree of travel

Occasional off-site meetings, seminars, and conferences

Disruption to Routine

Must adapt to frequent schedule changes and interruptions

Safety Hazards in Job

Stress due to the need to meet multiple and varying needs of staff as well as the need to meet deadlines. Eye and position strain due to use of computer

Occasionally = 1% to 33% of the time                      

Frequently = 34% to 66% of the time

Continually = 67% to 100% of the time

EMployers DIsclaimer

• All requirements are subject to possible modification to reasonably accommodate individuals with disabilities
• This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor
• This document does not create an employment contract, implied or otherwise, other than an ‘at will’ employment relationship

ACKNOWLEDGMENT

I have read and understand the responsibilities of my position at Woodland Pond as outlined in this job description.

_________________________________________                ____________________

Employee Signature                                                             Date

_________________________________________                ____________________

Human Resources Signature                                           Date