Scheduler/Payroll/HR Assist

Summary/Objective

The Human Resources Assistant supports the Human Resources Manager by completing payroll processing , performing clerical tasks , and carrying out additional Human Resources functions assigned. The Human Resources Assistant is also responsible for the Scheduling of the Nursing Department . These services are consistent with the home's standards and philosophy and are in compliance with all regulations, codes, policies and procedures that govern the Home.

Requirements and Qualifications

1. Must be a High School graduate, a college degree preferred.
2. Must have two (2) years’ experience working as a Human Resources Assistant and Payroll Specialist.
3. Must be able to multi-task and deal with a every chaning environment..
4. Must have adequate knowledge of Microsoft Office. Knowledge with PayCor and Onshift a bonus. 
5. Must possess good written and verbal communication skills.
6. Must be able to read, write and understand English.
7. Must be able to perform related duties/tasks with a minimum of supervision or direction.
8. Must have a basic knowledge of State and Federal regulations and guidelines governing Human Resources and Payroll.
9. CNA preferred.

Core Competencies:

1. Leadership:
   1. Emotional stability to deal effectively with stress created by personnel concerns, disabilities and the aging process, organizational change, and working cooperatively as part of the health care team.
2. Communication:
   1. A positive influence to promote and direct a wellness environment where-in staff choose to be motivated, engaged and happy.
   2. Respond to established protocol in emergency situations threatening the safety of staff and Elderly Residents at the Home. This includes the ability to assist with a possible evacuation.
   3. Display compassion, kindness and respect toward everyone who lives, works or visits at the Home.
   4. Communicate effectively in English and tap available resources for personnel where English is a second languages.
3. Analytical and Critical Thinking:

Ability to balance critical thinking skills with initiative and a collaborative spirit.

1. Technical competencies :

Proficient in essential software programs, including payroll programs and data management report tools. The ability to use basic office equipment appropriately.

Essential Functions: Manuals, Policies/Procedures and Mission Integration materials for the Little Sisters are located in the Human Resources Department. A personal copy of current Employee Handbook, the Home’s Supplement and Benefit Guide are provided at time of hire.

1. Demonstrates the core values of the Little Sisters of the Poor in a respectful, welcome, and spirit of helpfulness toward the Home’s employees in their Human Resources and payroll needs, striving at all times to help them succeed in their various roles in the mission of St. Jeanne Jugan here at Holy Family Residence.
2. Understand, follow, and enforce all Little Sisters of the Poor policies, including the Employee Handbook, Comprehensive Benefits Manual and Paycor policies.
3. Maintain accurate and consistent schedules by ensuring OnShift schedules match all paper copies and correspond correctly with Paycor data.
4. Work with lay and Sister supervisors to review and correct bi-weekly time and attendance records; inform supervisors and the Human Resources Manager of unacceptable attendance or tardiness.
5. Accurately maintain the Home’s CNA and Nursing Master Schedules within the Home’s scheduling system ensuring State-mandated minimum staffing requirements are achieved. Coordinate with nursing leadership, lay, and Sister supervisors to ensure employee skill level and assignments represent an effective match.
6. Work in collaboration with the Home’s Nursing Leadership and Human Resources Manager to ensure appropriate coverage is scheduled for the Home.
7. Notify lay and Sister supervisors of staffing shortages on a timely basis and coordinate coverage if warranted.
8. Be on call at specified times during the work week, as determined by the Home, to assure appropriate staffing levels while using good judgment to avoid any unnecessary overtime.
9. Make rounds on the floors at change of shifts (when on duty) to ensure posted schedule is accurate and staff have arrived and to build rapport with Staff.
10. Verify that all payroll changes are properly documented and signed by both the employee and supervisor.
11. Prepare payroll for processing and manage all related documentation, ensuring completion by noon on Monday of each payroll week.
12. Ensure payroll is processed accurately, in compliance with wage and hour regulations, and in alignment with principles of good stewardship.
13. Monitor overtime usage and report unapproved overtime or questionable timekeeping patterns to the Human Resources Manager, ensuring appropriate documentation is completed and signed.
14. Assist in New Hire Orientation and obtain required new hire paperwork as needed.
15. Perform general clerical duties, including filing, maintaining and auditing personnel files, following up on missing documentation, and supporting the Human Resources Manager as needed.
16. Monitor Relias training to ensure timely staff completion and provide supervisors with regular updates on training status.
17. Assure strict confidentiality of all information (including medical) associated with the Human Resources Department as well as that of all residents, Little Sisters of the Poor and volunteer associates.
18. Attend Home’s staff development programs as required.
19. Record all hours worked in the Home on the time clock and report any approved off-site work hours to the Human Resources Manager at the end of each pay period.
20. Provide coverage for front desk as needed.
21. Demonstrate flexibility to meet the needs of the Human Resources Department, Nursing Department and The Home.
22. Perform any other duties necessary to fulfill the primary duties and responsibilities of the position, as well as those assigned by the Human Resources Manager, Nursing leadership, or Mother Superior.

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