Part Time HR Assistant

New applicant duties:

• Assist with screening applications
• Schedule interviews and send out appointments on calendar
• Conduct interviews and sit in on interviews
• Reference checks
• Background check and make job offer

New hire duties:

• New hire paperwork and set up their employee file, medical file and competency file
• Enroll in HCA/make sure HCA is completed before working
• Give employee number (if employee worked here previously must use their previous employee number)
• Make temporary name badges
• Enter info in Paycom
• Order permanent name badges (it’s cheaper if you wait till you have a few to order and then order all at one time)
• Do drug screen
• Set up time for orientation
• Do background check, verify social security number
• Send new hire information to IT for them to create accounts – name, position, last 4 digits of ss number, date of hire
• Give logins to new employee that IT has set up
• Show new employee how to clock in
•  

Orientation duties:

• Make handbooks
• Make new employee folders
• Send out email to HR Director, all supervisors, RA’s, DON, Scheduler, CEO, Administrative Assistant how many will be in orientation

Termination duties:

• Pull termed employees’ timecard
• Delete employee time card badge number in Kronos to be able to reuse timecard

Other miscellaneous:

• Make all payroll changes – status updates, wages changes, terminations etc.Update any changes in employee files
• Every month run license report to make sure employees have current CNA, CMA and nurse license
• Print temporary name badges for any employee if they lose them, they will be charged $5 for a temporary name badge. They need to sign a yellow slip for the charge and then turn the slip into payroll to be taken out of their next check. (Make sure that a label in on the back that has the code for the courtyards)
• Send email to Wayne’s Printing to have them print permanent name badges. State name, position, and year. Wayne’s will send a proof email which will need to be okayed before they will print.
• T-Shirts – Responsible to order T-shirts from Forms Systems. Must have a minimum of 10 shirts to be able to place an order. Administrative Assistant has order blank at the front desk. Turnaround time is around 2 weeks. Fill out payroll deduction slips for anyone who ordered t-shirts when t-shirt order comes in. Forms Systems will deliver ordered t-shirts and HR Assistant will make out yellow slips and deliver t-shirts to employees along with yellow slip for employee to sign. Yellow slip will be turned into payroll to be deducted out of employees’ next payroll check.

               $10 – Short sleeved t-shirt

               $12 – Long sleeved t-shirt

               $15 - Sweatshirts

               $16 – Soft-style t-shirt

• SR Max shoes – catalogue in HR Assistant office.)  Ordering info in white notebook.
• Keep original receipts in HR Assistant shoe file so if employee needs shoes returned for any reason, HR will have a return label and receipt to return shoes. Wrap with brown paper in workroom and return by UPS.
• Lockers – file folder in HR assistant’s office on information sheet on lockers in use and lockers open for use. MFC will provide the locks for all lockers. Employees must make arrangements with HR Assistant to use a locker. Locks in HR asst. desk drawer with lock combinations. Make copy of lock combination instruction for employee and keep original combination instruction in file folder with name of employee attached.
• Retrieve any locks on empty lockers and clean out lockers for termed employees who had a locker. Attached combination instructions to lock to be able to reuse lock.
• Validation for payment of off-site HCA – Login to HCA and validate every employee who turns in a yellow slip for completing courses at home. Check and make sure the course is completed with the correct length of course. Sign and date it. Turn in slip to payroll to be paid on employee’s next check.
• Every month either HR Director or HR Assistant will enroll all employees in a HCA course. Title is listed on white board across from service hall.
• Make name plates for new board members. CEO will inform when new name plates need to be made. Templates are on HR Assistant’s computer.
• Hand out employee vouchers to housekeeping, and nursing when 90-day evaluation is given to new employees. PT receive $40 and FT receive $60. These may be used for uniforms or shoes. Health Equip takes the voucher itself however, if an employee wants to purchase anywhere else, they can bring in the receipt along with their voucher and payroll will reimburse them.
• At the yearly evaluation date all employees listed in the previous sentence will be given another voucher with the same policy. A 90-day expiration date will be on all vouchers.

Year end –

               Take old files out of employee file cabinet in HR Director’s office

                              Keep current files in first employee cabinets

                              Keep 2 years of terminated employee files in next file cabinets

                              Box up oldest files and label them to be stored in garage

January – March – Go to the KDADS website and update all employees – mark yes or no for employees who are current, all CNA and CMA who have work 8 hours at MFC in the past year need to be marked “yes” to update their CNA license

Box up previous PTO files folders and box them up to be stored in garage.

Box oldest 3-ring binder terminated employees and work screen files to be stored in garage

Create new year 3-ring binders for current work screen and terminated files to be stored

Keep last 2 years terminated and work screen files in HR Assistant’s office – 3-ring binders