ADMINISTRATIVE SPECIALIST - LONG TERM CARE

La Crosse County • West Salem, WI

5d

About The Position

This is an administrative support position for the Long Term Care Campuses. Employee works under the general supervision of the Human Resources Generalist in performing payroll-related, Workers' Compensation and business office functions of a confidential nature. Position also acts as a backup for some functions of the HR Generalist and switchboard/reception area, as necessary. Employee exercises independent judgment within established guidelines after gaining adequate experience working with personnel matters.

Requirements

• Ability to carry out oral and written instructions.
• Ability to perform routine and complex mathematical computations accurately.
• Ability to accurately input, access and retrieve information on a computerized system.
• Knowledge of office procedures and business etiquette.
• Ability to answer or refer questions and inquiries in a helpful and appropriate manner.
• Ability to effectively utilize equipment such as calculators, computers and copy machines, etc.
• Knowledge of hiring and employment practices in a healthcare facility.
• Requires graduation from high school or GED.
• Three years payroll-related and/or accounting experience
• Proven organization skills and proficiency in using MS Word and Excel.
• Must pass criminal background check as required by the Wisconsin Caregiver Law.

Nice To Haves

• Strong preference for advanced clerical, accounting or personnel/administrative training at a technical college or other applicable training. May consider other relevant combinations of education and experience that provide equivalent knowledge, skills and abilities.
• Preference for experience in human resources in a health care facility, experience with time clock system, experience with a large workforce and/or shift work environment.

Responsibilities

• Maintains automatic time clock system to collect, enter, review, verify, maintain and update payroll records and prepares payroll file for submission to County Finance Department. Works closely with all departments for accurate time reporting and appropriate approvals. Reviews and maintains employee records in payroll system to ensure employees are paid correctly.
• Obtains and reviews employee injury report and supervisor review forms for completeness and accuracy, obtains appropriate manager reviews; collects necessary workers' compensation documentation and detailed data about all injuries, including OSHA log, under the direction of County Human Resources Department staff.
• Enters and maintains statistics on Workers' Compensation lost-time days, modified-duty hours and leave time.
• Monitors authorized work hours, overtime hours, benefit accruals, paid and unpaid time off.
• Investigates and corrects payroll discrepancies and errors in payroll timekeeping system.
• Maintains and prepares ID/time clock badges for new employees, interns, contractors and visitors.
• Tracks referral bonuses and hours worked for Payroll Based Journal reporting and collects necessary documentation.
• Participates in maintenance and testing of software system.
• Compiles and distributes payroll information as requested by managers. Assists employees with payroll and personnel-related questions. Completes requests for pay-related documents.
• Assists with new hire orientations, reviewing of applications for employment, scheduling and participating in interviews, as well as reference checks. Completes special projects as assigned.
• Understands and follows County Handbook and Addendums as they relate to payroll and HR issues for employees.
• Maintains strict confidentiality regarding payroll and HR-related matters.
• Prepares routine wage reports for management use/control, and payroll-related duties as needed.
• Exercises the highest degree of confidentiality and professionalism in all aspects of work.
• Maintains and prepares general fund deposits; codes and posts payments to proper accounts. Posts cash receipts to Electronic Charting System (ECS) and excel spreadsheets.
• Verifies insurance prior to new admissions.
• Verifies charge card expenditures and reconciles invoices for payment. Prepares account payables in New World System (NWS).
• Track employee probationary period, inputs employee step increases, records monthly hours for insurance purposes based according to ACA rules on employees.
• Submit monthly PBJ hours for CMS.
• Attends in-service education as provided or mandated.
• Complies with and follows facility policies and procedures. Ensures compliance with federal and state regulations and guidelines.
• Maintains residents' rights and confidentiality of resident information; reports all suspected cases of resident abuse to the supervisor or Administrator.
• Works safely and follows safety practices and standards of the facility; responsible for reporting or correcting any existing or potential safety or accident hazard.
• Employee is expected to report to work when scheduled, with minimum use of sick leave, to build up sick leave balance for income protection for unexpected illness.
• Supports all aspects of person-centered care. Respects and acknowledges individuality and uniqueness of residents.
• In this public service position, employee is required to be courteous, cooperative and respectful at all times, with the public and clients. Also establishes and maintains a courteous, cooperative and respectful working relationship with other employees, supervisors and public officials.
• Functions as backup to the receptionist, answers phone and, monitors entryway.
• Assists when other employees are absent, as necessary.

Benefits

• Wisconsin Retirement System (WRS): A top-rated pension program.
• Affordable Insurance Premiums: Comprehensive health, dental, and vision coverage.
• Generous Paid Time Off: Vacation, sick, and 10+ paid holidays annually.
• Work-Life Balance: Flexible schedules and wellness programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees