HUMAN RESOURCES COORDINATOR

Penobscot Valley Hospital • Lincoln, ME

1d • Onsite

About The Position

PVH employment application required. All job offers are contingent upon successful completion of a background check and pre-employment physical. This is a full-time (32 hours per week), hourly, non-exempt, non-union position. Job Functions Office Functions Ensures open office hours Monday through Friday from 7:00 a.m. to 4:00 p.m. Acts as primary receptionist for employees and visitors to the HR office. Handles matters within the scope of the position; refers issues outside scope to the Human Resources Manager. B. Employee Records Maintains employee records in accordance with standard HR practices and legal requirements. Assures security of employee records by screening access to file contents. Maintains employee data in the HRIS (Paylocity). Maintains necessary data on non-employees, including agency personnel, interns, and students. Responsible for scanning and electronic storage of inactive employee records. Maintains records of leaves of absence. Maintains records related to ETO cash-outs and employee immunizations per CDC and regulatory requirements. C. Workers’ Compensation Supports HR management of workers’ compensation claims and acts as liaison with the carrier’s claims examiner in coordination with the HR Manager. Processes First Reports of Injury and reviews Employee Injury Reports for completeness. Consults with the HR Manager on all cases. Initiates occupational health follow-up for injured employees. Maintains communication with injured employees, department managers, and HR leadership to facilitate appropriate work restrictions and return-to-work. Maintains OSHA logs as required. D. Job Vacancies / Recruitment Maintains internal and external job postings and employment applications. Facilitates onboarding processes for new candidates, including: Scheduling pre-employment physicals and initiating background screenings. Conducting preliminary review of background check results and reporting concerns to the HR Manager. E. Hiring / Onboarding • Ensures new employees are entered into the HRIS and compensation details are communicated to Payroll. • Coordinates onboarding, including explanation of benefits and enrollment; verification of licensure, certifications, and immunizations; and distribution of the Employee Handbook and Code of Conduct. • Notifies the CareLearning system administrator of new hire details. • Provides follow-up on online benefit enrollments and maintains benefit records. F. Leaves of Absence Coordinates disability and medical leaves by guiding employees through FMLA and short-term disability processes. Tracks leaves of absence for medical, FMLA, injury, and other approved leave types. G. Licenses, Credentials, and Compliance Tracking Tracks renewal dates for required licenses and certifications. Tracks other required compliance items. Provides routine notification to managers regarding upcoming and delinquent items and reports issues to HR manager. H. Payroll Prepares payroll change documentation and submits approved forms to Payroll. Includes new hires, job or hour changes, corrections, demographic updates, and pay rate adjustments. Processes wage changes per labor agreements and administrative directives. I. Billing / Benefits Administration Facilitates timely processing and review of employee benefit billing. Verifies accuracy of bills and confirms receipt of billed services. Utilizes carrier systems and HRIS processes to ensure timely benefit changes. Submits validated bills for approval and forwards to Accounts Payable. Reviews bills against prior periods and budget and reports discrepancies. Facilitates wellness, fitness, and student loan reimbursement benefits. J. Relationship with Human Resources Manager Acts as support to the HR Manager, anticipates departmental needs, communicates issues requiring leadership involvement, and accepts special assignments. K. Education Assistance Maintains accurate records of education assistance. Facilitates loan repayment assistance. L. Meetings and Participation Participates in committees as assigned. Assists with HR-sponsored events and meetings. M. Other Duties Assists other departments when needed. Coordinates job shadows, observers, interns, and students and maintains compliance documentation. Performs other duties as assigned. Quality Improvement: Actively participates in the Hospital-wide Quality Improvement Program; actively supports and implements department-specific Quality Improvement initiatives and projects; recommends process improvement as appropriate; reports any quality issues in service delivery and consistently commits to a focus on Quality Improvement and organizational excellence. Emergency Management: As an employee of Penobscot Valley Hospital, the position has an inherent role to care for our community members when in need. To this regard, the incumbent will be expected to participate in emergency/disaster preparedness planning and drills as requested. When called upon during a real-life disaster/emergency event, the incumbent will be expected to participate in the Hospital’s response to this event, within the scope of professional and personal ability to do so.

Requirements

• Associate’s Degree in Human Resources or 2-4 years applicable experience in the job functions.
• Basic knowledge of HR law and benefits administration is ideal for the position.
• Effective and excellent verbal and written communication skills.
• Must demonstrate effective multi-tasking skills in busy office environment.
• Possess critical thinking skills and ability to problem solve.
• Must have professional appearance, demeanor, and maintain confidentiality of sensitive HR issues.
• Proficiency in computer skills appropriate to the job.

Responsibilities

• Ensures open office hours Monday through Friday from 7:00 a.m. to 4:00 p.m.
• Acts as primary receptionist for employees and visitors to the HR office. Handles matters within the scope of the position; refers issues outside scope to the Human Resources Manager.
• Maintains employee records in accordance with standard HR practices and legal requirements.
• Assures security of employee records by screening access to file contents.
• Maintains employee data in the HRIS (Paylocity).
• Maintains necessary data on non-employees, including agency personnel, interns, and students.
• Responsible for scanning and electronic storage of inactive employee records.
• Maintains records of leaves of absence.
• Maintains records related to ETO cash-outs and employee immunizations per CDC and regulatory requirements.
• Supports HR management of workers’ compensation claims and acts as liaison with the carrier’s claims examiner in coordination with the HR Manager.
• Processes First Reports of Injury and reviews Employee Injury Reports for completeness.
• Consults with the HR Manager on all cases.
• Initiates occupational health follow-up for injured employees.
• Maintains communication with injured employees, department managers, and HR leadership to facilitate appropriate work restrictions and return-to-work.
• Maintains OSHA logs as required.
• Maintains internal and external job postings and employment applications.
• Facilitates onboarding processes for new candidates, including:
• Scheduling pre-employment physicals and initiating background screenings.
• Conducting preliminary review of background check results and reporting concerns to the HR Manager.
• Ensures new employees are entered into the HRIS and compensation details are communicated to Payroll.
• Coordinates onboarding, including explanation of benefits and enrollment; verification of licensure, certifications, and immunizations; and distribution of the Employee Handbook and Code of Conduct.
• Notifies the CareLearning system administrator of new hire details.
• Provides follow-up on online benefit enrollments and maintains benefit records.
• Coordinates disability and medical leaves by guiding employees through FMLA and short-term disability processes.
• Tracks leaves of absence for medical, FMLA, injury, and other approved leave types.
• Tracks renewal dates for required licenses and certifications.
• Tracks other required compliance items.
• Provides routine notification to managers regarding upcoming and delinquent items and reports issues to HR manager.
• Prepares payroll change documentation and submits approved forms to Payroll.
• Includes new hires, job or hour changes, corrections, demographic updates, and pay rate adjustments.
• Processes wage changes per labor agreements and administrative directives.
• Facilitates timely processing and review of employee benefit billing.
• Verifies accuracy of bills and confirms receipt of billed services.
• Utilizes carrier systems and HRIS processes to ensure timely benefit changes.
• Submits validated bills for approval and forwards to Accounts Payable.
• Reviews bills against prior periods and budget and reports discrepancies.
• Facilitates wellness, fitness, and student loan reimbursement benefits.
• Acts as support to the HR Manager, anticipates departmental needs, communicates issues requiring leadership involvement, and accepts special assignments.
• Maintains accurate records of education assistance.
• Facilitates loan repayment assistance.
• Participates in committees as assigned.
• Assists with HR-sponsored events and meetings.
• Assists other departments when needed.
• Coordinates job shadows, observers, interns, and students and maintains compliance documentation.
• Performs other duties as assigned.
• Actively participates in the Hospital-wide Quality Improvement Program; actively supports and implements department-specific Quality Improvement initiatives and projects; recommends process improvement as appropriate; reports any quality issues in service delivery and consistently commits to a focus on Quality Improvement and organizational excellence.
• participate in emergency/disaster preparedness planning and drills as requested.
• participate in the Hospital’s response to this event, within the scope of professional and personal ability to do so.

Benefits

• PVH has a Section 125 Cafeteria Benefits Plan and pays a portion of the cost of our health plan, dental, basic life, and disability insurance for employees for 30+ authorized hours, and provides partial subsidy for dependent health insurance.
• Part-time employees are eligible to receive dental, life, and disability coverage and are eligible to participate in the health insurance plan.
• Other benefits include a 403(b) plan and earned time off accrual.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 251-500 employees