HR Generalist

Job Description

Job Description:\n\nDescription:\nThe HR Generalist is responsible for supporting the day-to-day Human Resources functions of the organization and maintaining workforce compliance for caregivers and administrative employees working within New Mexico home and community-based care programs.\n\nThis position works closely with RNs, CNAs, PCAs, caregivers, administrative employees, supervisors, managers, and company leadership to ensure employee records, credentials, training, onboarding, benefits, employee relations, and other HR requirements are maintained accurately and timely.\n\nThe HR Generalist must develop a working knowledge of the employment and workforce requirements applicable to the organization's Directed, Delegated, and EPSDT service models and assist in maintaining compliance with applicable company policies, payer requirements, state and federal requirements, and contractual obligations.\n\nThe position requires a high level of confidentiality, organization, professionalism, attention to detail, and the ability to manage multiple priorities in a regulated health care environment.\n\nPrimary Job Responsibilities\n1. HR Compliance & Personnel Records\n\n Maintain accurate and complete personnel records for RNs, CNAs, PCAs, caregivers, supervisors, managers, and administrative employees.\n Maintain personnel documentation within approved company systems, including the company server, MEDsys, and other authorized HR or workforce management systems.\n Ensure personnel files contain required employment, credentialing, training, compliance, and program-specific documentation.\n Monitor employee documentation for expiration dates and obtain updated documentation before expiration whenever required.\n Conduct routine personnel file audits and assist with comprehensive compliance audits at least semi-annually or according to company policy.\n Identify missing, expired, or noncompliant documentation and work with employees and supervisors to resolve deficiencies promptly.\n Maintain appropriate confidentiality and security of employee records.\n Assist with internal, MCO, payer, state, and other regulatory audits involving employee documentation.\n Maintain records for active and terminated employees according to applicable retention requirements and company policy\n\n2. Directed, Delegated & EPSDT Workforce Compliance\n\n Support HR compliance for caregivers providing services through the organization's Directed, Delegated, and EPSDT programs.\n Understand and maintain applicable caregiver employment and personnel requirements for each service model.\n Coordinate with Operations, Nursing, Compliance, and other departments to ensure caregivers meet applicable qualifications before providing services.\n Track required caregiver documentation, training, background screening, credentials, evaluations, and other program-specific requirements.\n Assist with corrective action when personnel or credentialing deficiencies are identified.\n Maintain documentation necessary to demonstrate workforce compliance during MCO, state, payer, or internal audits.\n Assist leadership with interpreting and implementing updated workforce requirements affecting Directed, Delegated, and EPSDT services.\n\n3. Credentialing & Employee Documentation\n\n Coordinate employee credentialing and recredentialing activities in partnership with the Director of Operations and other designated departments.\n Track professional licenses, certifications, registrations, and other required credentials.\n Maintain required documentation including, as applicable:\n\noRN and CNA licenses\noDriver's licenses\noAutomobile insurance\noFirst Aid/CPR certification\noBackground screening documentation\noTraining certifications\noPCA/caregiver evaluations\noEmployment eligibility documentation\noProgram-specific qualifications and acknowledgments\n\n Monitor expiration dates and communicate renewal requirements to employees and supervisors.\n Verify required documentation before employees are approved to work when applicable.\n\n4. Recruitment, Hiring & Onboarding\n\n Assist with recruitment of caregivers, RNs, CNAs, PCAs, administrative employees, supervisors, and managers.\n Review applications and assist with candidate screening and interviews.\n Coordinate pre-employment requirements and documentation.\n Process Criminal Background Checks and other required screenings.\n Verify that required hiring documentation has been completed before final approval.\n Coordinate and conduct new-hire orientation.\n Coordinate annual reorientation and required employee training.\n Create employee identification badges and maintain related records.\n Enter and maintain new-hire information within MEDsys and other applicable company systems.\n Prepare and distribute required new-hire and termination reports to H2H, ZBA, and other approved vendors or third parties.\n Coordinate with Payroll, Operations, Nursing, and other departments to ensure new employees are properly activated.\n\n5. Background Checks & Compliance Monitoring\n\n Coordinate required Criminal Background Checks (CBC) and related documentation.\n Maintain required CBC tracking and monthly reporting.\n Complete and track required initial and annual compliance checks, including COR checks where applicable.\n Monitor employees for required renewals, screenings, and compliance documentation.\n Immediately escalate potentially disqualifying findings or compliance concerns according to company policy.\n Maintain appropriate records demonstrating completion of required screening processes.\n\n6. Employee Relations\n\n Serve as an HR resource for caregivers, clinical staff, administrative employees, supervisors, and managers.\n Receive, document, and assist with employee complaints, concerns, and grievances.\n Assist HR leadership with workplace investigations.\n Maintain confidentiality and appropriate investigation documentation.\n Help resolve employee conflicts and workplace disputes in accordance with company policy.\n Assist managers with performance management, coaching, corrective action, and documentation.\n Maintain administrative performance logs and other employee relations documentation.\n Escalate serious employee relations matters to the HR Director, Director of Operations, Executive Director, CEO, or legal counsel as appropriate.\n\n7. Incident Reports & Investigations\n\n Receive, track, and maintain employee-related incident reports.\n Coordinate internal investigations as assigned.\n Gather documentation, statements, records, and other information necessary for investigations.\n Maintain investigation records securely and confidentially.\n Monitor open HR incidents through resolution.\n Coordinate with Operations, Nursing, Compliance, executive leadership, insurance representatives, or legal counsel when necessary.\n\n8. Employee Benefits\n\n Assist employees with benefit eligibility, enrollment, changes, and termination of coverage.\n Coordinate health and other company-sponsored insurance benefit enrollments.\n Administer or assist with the company's 401(k) retirement plan enrollment and employee communications.\n Coordinate with insurance brokers, benefit administrators, and approved third-party vendors.\n Maintain benefit enrollment documentation and employee records.\n Assist employees with general benefit questions and direct complex matters to the appropriate provider or administrator.\n\n9. Leave, PTO & Attendance Administration\n\n Track administrative PTO, sick leave, holiday pay, and other company-provided leave benefits.\n Maintain accurate leave records and communicate applicable balances or eligibility information.\n Assist supervisors and employees with company leave procedures.\n Support compliance with applicable federal, New Mexico, and local leave requirements.\n Maintain HWA and other applicable company leave or attendance tracking requirements.\n Coordinate leave information with Payroll and management as necessary.\n\n10. Payroll & Compensation Support\n\n Prepare and submit required employee payroll reports to Accounting accurately and on time.\n Maintain the administrative salary spreadsheet.\n Ensure ZBA and other authorized payroll partners receive current approved compensation information.\n Assist in verifying that administrative employees are paid correctly on the company's bi-weekly payroll schedule.\n Research payroll discrepancies involving HR records and coordinate corrections with Accounting or payroll vendors.\n Maintain confidentiality of compensation and payroll information.\n\n11. Unemployment, Workers' Compensation & Employment Claims\n\n Process unemployment claims from initial notice through resolution.\n Respond to requests and claims submitted through the New Mexico Department of Workforce Solutions as assigned.\n Coordinate workers' compensation claims from initial reporting through claim closure.\n Maintain complete claim documentation.\n Communicate with employees, supervisors, insurance carriers, claims representatives, and leadership.\n Assist with EEOC charges and other employment-related claims under the direction of company leadership and legal counsel.\n Coordinate documentation requested by the company's attorney, insurance broker, Director of Operations, Executive Director, CEO, CPA, or other authorized company representatives.\n\n12. Training & Performance Management\n\n Coordinate required employee training and maintain training records.\n Assist with new-hire orientation and annual reorientation programs.\n Track required caregiver and administrative training.\n Coordinate PCA/caregiver evaluations as required.\n Develop and update employee training materials, handouts, presentations, and training pamphlets.\n Assist supervisors with performance documentation and employee development.\n Track overdue training and follow up with employees and supervisors.\n\n13. Policies, Procedures & HR Administration\n\n Assist with creating, reviewing, and updating company HR policies.\n Maintain HR work instructions and standard operating procedures.\n Assist with maintaining and updating the organization's Continuity of Operations Plan (COOP) as assigned.\n Maintain HR calendars, priority calendars, spreadsheets, trackers, and compliance reports.\n Ensure current HR forms and procedures are available to employees and supervisors.\n Assist with implementation and communication of new company policies.\n Maintain Employee Navigator, MEDsys, EVV-related workforce records, and other authorized company systems as assigned.\n\n14. Employment Verification & Employee Records Requests\n\n Process employment verification (VOE) requests according to company policy.\n Respond appropriately to authorized requests for employment information.\n Protect confidential employee information and release records only when authorized.\n Maintain documentation of employment verification requests when required.\n\n15. Audit Support\n\n Prepare employee files and supporting documentation for internal and external audits.\n Assist with MCO, state, payer, credentialing, and company audits.\n Review files before audits to identify deficiencies.\n Coordinate correction of missing or expired documentation.\n Maintain audit logs and corrective-action documentation.\n Assist with audits involving both current and terminated employees.\n\n16. Multi-Office HR Support\nProvide HR support to the corporate office and company satellite locations, including Santa Fe, Socorro, Las Cruces, Santa Rosa, and other locations operated by the organization.\nResponsibilities may include:\n\n Communicating with local office management and employees.\n Assisting satellite offices with personnel and compliance documentation.\n Resolving HR questions and employee concerns.\n Supporting recruiting and onboarding needs.\n Assisting with employee training.\n Preparing locations for audits.\n Ensuring consistent implementation of company HR policies across locations.\n\n17. General Administrative Responsibilities\nThe HR Generalist may also perform general administrative functions associated with the position, including:\n\n Answering telephone calls.\n Communicating with RNs, CNAs, PCAs, caregivers, administrative employees, members, and management.\n Filing and records management.\n Computer work and data entry.\n Maintaining spreadsheets and reports.\n Preparing presentations.\n Supporting recruiting and marketing activities related to workforce development.\n Maintaining an organized and professional HR office.\n Assisting employees and supervisors with HR-related questions.\n Supporting company events, orientations, meetings, and training activities.\n Performing other HR-related duties reasonably assigned by the HR Director, Director of Operations, Executive Director, or CEO.\n\nSupervisory Responsibilities\nThe HR Generalist may provide guidance and HR support to supervisors and managers but does not automatically have direct supervisory authority over all administrative staff unless specifically assigned by company leadership.\nWhen supervisory responsibilities are assigned, the HR Generalist may assist with employee performance, attendance, coaching, corrective action, training, scheduling coordination, and enforcement of company policies.\nRequirements:\nMinimum Qualifications\n\n Associate's or bachelor's degree in Human Resources, Business Administration, Health Care Administration, or a related field preferred.\n Prior Human Resources experience strongly preferred.\n Experience in home health, home and community-based services, health care, Medicaid-funded services, or a regulated health care environment strongly preferred.\n Experience working with caregivers, PCAs, CNAs, and/or nurses preferred.\n Knowledge of employee onboarding, personnel records, benefits, payroll support, employee relations, and compliance.\n Ability to learn and apply requirements associated with Directed, Delegated, and EPSDT service models.\n Strong computer skills, including Microsoft Office applications and electronic employee record systems.\n Experience with MEDsys, Employee Navigator, EVV systems, or similar workforce management systems preferred.\n Strong written and verbal communication skills.\n Strong organizational and documentation skills.\n Ability to maintain strict confidentiality.\n Ability to prioritize multiple deadlines in a fast-paced environment.\n\nKnowledge, Skills & Competencies\nThe successful candidate should demonstrate:\n\n Attention to detail and strong recordkeeping skills.\n Understanding of HR confidentiality requirements.\n Professional communication and employee relations skills.\n Ability to conduct difficult employee conversations professionally.\n Sound judgment and appropriate escalation of sensitive HR matters.\n Strong organizational and time-management skills.\n Ability to prepare for and respond to regulatory and payer audits.\n Ability to work effectively with caregivers, nurses, managers, executives, vendors, and external agencies.\n Ability to interpret company policies and apply them consistently.\n Commitment to maintaining accurate and audit-ready personnel records.\n\nPhysical & Work Requiremen