Scheduler / Human Resource Manager

Meadowbrook at Black River Falls•Black River Falls, WI

2d•Onsite

About The Position

Purpose of Your Job Position The primary purpose of your job position is to direct the human resources department in accordance with current applicable federal, state, and local standards, guidelines, and regulations, and as directed by the Administrator, to assure that quality personnel are interviewed, trained and employed. Delegation of Authority As Human Resource Manager, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties. Job Functions Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.

Requirements

Must be able to read, write, speak, and understand the English language.
Possess the ability to make independent decisions when circumstances warrant such action.
Must have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle personnel based on whatever maturity level at which they are currently functioning.
Knowledgeable of administrative practices and procedures, as well as laws, regulations and guidelines pertaining to employment law, wage and hour rules, labor relations, OSHA, Privacy Act, etc.
Must possess leadership ability and the willingness to work harmoniously with and supervise other personnel.
Ability to plan, organize, develop, implement, and interpret the HR programs, goals, objectives, policies and procedures of the facility.
Must have ability to act as liaison between personnel and management.
Must maintain the care and use of administrative supplies, equipment, etc., and maintain the personnel department in a clean, safe and attractive manner.
Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing personnel practices.
Must be knowledgeable of computers, calculators, system applications, and other office equipment.
Must be able to communicate personnel policies, procedures, regulations, reports, etc., to staff members and government agencies/personnel.
Must not pose a direct threat to the health or safety of other individuals in the workplace.
Must be able to move intermittently throughout the workday.
Must be able to speak and write the English language in an understandable manner.
Must be able to cope with the mental and emotional stress of the position.
Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
Must meet the general health requirements set forth by the policies of this facility, which includes a medical and physical examination.
Must function independently, have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.
Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.
May be necessary to assist in the evacuation of residents during emergency situations.
Must have, as a minimum, five (5) year(s) experience in HR Administration.
Must possess a thorough knowledge of the laws, regulations, and guidelines concerning personnel administration in nursing care facilities.

Nice To Haves

Bachelor’s Degree in Business Administration preferred but not required.

Responsibilities

Implement corporate employee related policies and procedures (e.g., developing HR policy manuals, employee job descriptions, performance evaluations, etc.) and propose improvements to Director of Human Resources.
Ensure documentation is maintained properly in appropriate employee files or database (i.e. Paychex and OnShift).
Maintain constant awareness of staffing levels and work with the Administrator and Director of Nursing to ensure the appropriate number and level of personnel are employed.
Contact all facility applicants within one business day via phone text or email using the Applicant Tracking System (ATS). Response rate to be maintained at or better than 80%.
Maintain detailed and complete record of all applicant communication in ATS. This includes, but is not limited to, the use of notes, scheduled interviews, interview guides, and status updates.
Screen candidates for basic position requirements and schedule interviews with relevant department heads and/or Administrator.
Train department heads in use of interview guides and interview procedures, as appropriate.
Direct interview process on the day of the interview, providing a positive and organized experience to the applicant.
Ensure full application and BID Check Authorization are completed prior to all interviews.
Follow up with interviewers after every interview and obtain detailed information on each interviewee.
Maintain job applications for personnel eligible to work in the facility (e.g., job applications, resumes, reference checks, etc., of those persons meeting the eligibility requirements for the position in which they applied.).
Advise department heads regarding wage details, benefits and applicable sign-on/retention bonuses during the offer process using established wage scales and promotions.
Suggest improvements to employee hiring programs.
Ensure interview process is completed within 5 days of application.
Maintain log of delays in recruiting process and causes.
Provide updated log to Administrator on a weekly basis.
Provide weekly HR reports to Corporate HR Director and provide suggestions/address questions, as needed.
Update notes of open positions log within 1 day of receiving accepted employment offers, detailing pending hires with all relevant details (start date, shift, and hours) and remaining needs.
Actual open positions to be updated only after new employee starts work on the flr.
Drive recruiting updates during Staffing calls, providing clear metrics of recruiting activities and staffing needs, as defined in recruiting procedures and policies.
Onboard new employee using electronic onboarding process.
Advise new and existing employees on their benefits options and availability during regular open enrollment periods or open enrollment resulting from a qualifying event.
Direct employees to benefits broker and/or carrier for more detailed questions.
Maintain all communication and documentation between relevant parties as described in benefits enrollment policies and store in employee profiles and appropriate files in Sharepoint.
Conduct monthly benefits audits and return results to benefits broker.
Perform daily review of timecards for missed punches and advise department heads on needed corrections.
Collect all bonus and reimbursement information before the close of the pay period.
Prepare and submit payroll documentation for review by the end of the first business day after close of the pay period.
Respond to questions/comments in payroll review process and submit payroll after final approval.
Advise department heads and managers of upcoming anniversaries and employee reviews.
Direct all performance review process.
Utilize OnShift Engage to Inform Administrator and Directors/Department heads regarding any identified attendance issues.
Use Engage to provide details on attendance rewards and Pulse Survey feedback in weekly reports to Administrator and Corporate.
Use OnShift Engage to compile employee feedback in Pulse reports.
Maintain confidentiality of all pertinent employee information in accordance with the Privacy Act, as well as our facility’s established policies governing the release of information.
Ensure that appropriate documentation concerning the employee’s right to work in this country is verified in accordance with current laws, regulations, and guidelines concerning such matters, and that appropriate documentation of such review is filed in the employee’s personnel record within the specified time frame.
Consult with department directors concerning the staffing of their departments, eliminating/correcting problem areas, and improvement of services.
Develop, implement and maintain an adequate personnel record filing system that meets the needs of the facility and complies with current employment practices.
Prepare, recommend, and maintain records and procedures for controlling personnel transactions and reporting personnel data.
Review fringe benefits programs, to include pensions, annuities, health/life insurance programs, etc., as directed, and make recommendations to the Administrator.
Ensure that the facility is in compliance with current applicable federal and state employment regulations regarding wages, overtime, work hours, workman’s/unemployment compensation, etc.
Ensure hiring/discharge procedures are in compliance with established policies and procedures.
Assist in developing personnel policies.
Review at least annually and make recommendations to the Administrator.
Interpret department policies and procedures to personnel, residents, visitors, etc., as necessary or required.
Provide public information (i.e., verification of employment, wages, etc.), in accordance with current laws, regulations, and guidelines governing such matters.
Assume the administrative authority, responsibility, and accountability of directing the personnel department.
Delegate the administrative authority, responsibility and accountability to other responsible department personnel as necessary.
Represent the facility at and participate in top level meetings as directed.
Assist in standardizing the methods in which work will be accomplished.
Orient new personnel to facility and explain personnel policies, procedures, payroll procedures, safety/smoking regulations, grievance procedures, etc., as established in our operational policies and procedures.
Keep department directors informed of changes in personnel matters.
Maintain a listing of HBV vaccinations/denials.
Coordinate and monitor risk management and fire safety programs.
Make written and oral reports/recommendations to the Administrator concerning personnel needs, problem areas, etc., as deemed necessary or appropriate.
Perform administrative requirements such as completing necessary forms, reports, etc., and submitting to the Administrator/Corporate office as required.
Conduct employee background and reference checks in accordance with our facility’s established procedures.
Agree not to disclose assigned user ID code and password for accessing resident/facility information and promptly report suspected or known violations of such disclosure to the Administrator.
Agree not to disclose resident’s protected health information and promptly report suspected or known violations of such disclosure to the Administrator.
Report any known or suspected unauthorized attempt to access facility’s information system.
Assist in preparing daily information relative to the posting of nursing staff numbers.
Other related duties that may become necessary/appropriate to assure that our facility is in compliance with current laws, regulations, and guidelines concerning the operation of our facility.
Assist in the recruitment, selection and training of competent personnel.
Hire personnel in accordance with established hiring practices.
Ensure that the facility has qualified personnel available to provide the best service for resident comfort and convenience (e.g., personnel demonstrate the knowledge and skills necessary to provide care appropriate to the age-related needs of the residents served.).
Process all newly hired personnel information and all change of status data.
Escort new personnel to assigned department director for instruction/training as required.
Ensure that nurse aide data is verified or submitted to the Nurse Aide Registry on a timely basis.
Assist in scheduling department work hours (including vacation and holiday schedules), personnel, work assignments, etc., as required or requested.
Assist department directors in establishing vacation schedules as necessary or required.
Counsel/discipline personnel as requested or as necessary.
Maintain attendance records and records of counseling, warning, and other disciplinary action taken against employees.
Ensure that grievance procedures are implemented, maintained and followed in accordance with our established policies.
Review complaints and make oral/written reports to the Administrator.
Terminate employment of personnel when necessary, documenting and coordinating such actions with the Department Director and Administrator.
Conduct exit interviews, and record data in the employee’s personnel records.
Maintain a gd employee relations program that serves the best interest of the facility and community alike.
Report known or suspected incidents of fraud to the Administrator.
Ensure that departmental computer workstations left unattended are properly logged off or the password protected automatic screen-saver activates within established facility policy guidelines.
Meet with department supervisors, on a regularly scheduled basis, to assist in planning in-service classes, on-the-job training procedures, and orientation for newly assigned personnel.
Attend and participate in workshops, seminars, etc., to keep abreast of current changes in personnel matters, as well as to maintain a professional status.
Attend and participate in facility mandatory in-service training programs as scheduled (e.g., OSHA, TB, HIPAA, Abuse Prevention, etc.).
Ensure that appropriate training records are maintained for staff personnel for online training in Relias or on-site in-service training.
Assist Director of Nursing and Administrator in ensuring employee training compliance in Relias.
Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
Ensure that all facility personnel, residents, visitors, etc., follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc.
Ensure that facility personnel follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illnesses.
Maintain the confidentiality of all resident care information including protected health information.
Report known or suspected incidents of unauthorized disclosure of such information.
Ensure that newly hired personnel receive a copy of our facility’s residents’ rights.
Ensure that the resident’s rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are maintained at all times.