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HR Support & Compliance Coordinator

Company: Loretto
Location: Syracuse
Posted on: November 19, 2021

Job Description:

Overview:This role staffs the HR front desk, and acts as the primary point-of-contact for incoming phone calls and walk-in traffic. The HR Support/ Compliance Coordinator will provide a full range of administrative support to the entire HR department, including assisting the Labor, Benefits or Payroll functions with clerical support. This position is also responsible for compliance with federal and state regulations by auditing files and reviewing employment information. Ensures all employment processes, data and files comply with federal and state regulations. Supports efficient information processing within human resources databases, new employee files, licensing information, background checks, and managing the flow of employment documentation.Responsibilities:Job Duties Specific to This Position:

  • Answers the HR front desk phone, and provides initial support to employees in the HR department.
  • Addresses routine employee inquiries (i.e. job bids, paycheck and benefits questions, etc.), and provide basic assistance directly (i.e. accessing ADP, completing direct deposit, benefits, bus pass forms) as appropriate. Directs employees to the appropriate HR staff member for support.
  • Assists HR staff with routine clerical and administrative support. May be assigned basic responsibilities from other functions, to assist and provide relief during peak workloads.
  • Audits HR files and data for accuracy, integrity, and compliance at all sites. Ensures information collected is complete, accurate and filed in compliance with employment policies as well as federal, state and regulatory agency requirements.
  • Ensures certifications and professional licenses are verified, current and that the appropriate records are kept for clinical employees. Tracks expiration or renewal dates, and follows up with employees and/or managers to prevent lapses in certification. Verifies CNA trainee licenses. Ensures that all certification requirements are complete.
    • Anticipates audits from DOH and CMS on a quarterly basis. Ensures all requirements are in compliance. Assists with the preparation and delivery of information for audit and regulatory inspections.
    • Ensures employment screening requirements (references, health care compliance (OIG, OMIG, SAM), initial and criminal backgrounds checks, department of health criminal history record checks, education and certification/license documentation) are met.
    • Maintains CHRC (Criminal History Record Checking) and Home Care Registry databases. Adds, updates or removes new hires, name changes, transfers, terminations and reinstatements database within established timeframes.
    • Audits the NYS DMV License Event Notification Service (LENS) program. Enters or removes participants and terminations promptly. Reviews LENS reports and notifies managers as appropriate.
    • Tracks, records and audits required data for contracted employees (i.e.,Theradynamics). Checks rehire status, verifies certifications, ensures medical requirements are met (immunizations, PPD tests, etc.) and files are maintained or stored per policy.
    • Coordinates Consumer Directed Health Care Plan employee's background check clearances between PACE and Recruitment.
    • Streamline Verify checks auto-emailed list on the first of each month, check employee names appearing on the exclusions list, mark them as clear or as a match and notify HR Business Partner if match appears and/or address matches information on exclusions list.
    • Audits employee files for accuracy, completeness and compliance in all locations on a monthly basis. Ensures new hire intake and orientation paperwork is completed, processed and filed per policy and regulations.
    • Monitors I-9 administration. Audits I-9 paperwork for compliance on a monthly basis. Ensures I-9 forms are accurately filled out and comply with E-Verify and Homeland Security requirements. Purges I-9 files of terminated employees per government requirements. Develops a system for tracking work authorization expirations and initiating renewal applications to avoid lapses in work eligibility.
    • Assists in responding to information requests and audits conducted by federal and state agencies, including preparation of responses and coordination with agency representatives, business entities, and internal and external legal counsel.
    • Keeps HR Vice President up-to-date regarding compliance activities, audit findings, and recommendations for process improvements.
    • Completes other projects related to HR compliance and operations. Assists in the implementation of HR initiatives as assigned.
    • May participate in QAPI meetings. Audits and corrects missing information.
    • Maintains confidentiality of employee and applicant information.
    • Keeps current knowledge of applicable labor and employment laws. Ensures corporate policy/procedure and third party agency regulations are adhered to.
    • Maintains knowledge of all union contracts.
    • Backs up the front desk as needed.Job Expectations for All Employees:
      • Promotes and role-models the mission, values, vision and strategic goals of Loretto in all interactions with staff, peers, residents, family members, vendors and visitors. Treats people with dignity, professionalism and kindness.
      • Demonstrates excellent internal and external customer service skills such as friendly greeting, making eye contact, listening attentively, responding in a timely manner, showing respect and empathy and acting as a role model for staff and peers.
      • Demonstrates excellent work attendance, reliability and work ethics.
      • Attends and actively participates in required meetings and training sessions.
      • Complies with established policies, procedures, and codes of conduct at all times.
      • Adheres to all health and safety requirements, regulations, policies and procedures.
      • Practices and teaches safety awareness. Identifies and reports or corrects any possible safety or environmental issues.
      • Understands all HIPAA and other compliance & regulatory requirements associated with their role, including completion of required internal or external training/certifications.
      • Performs a variety of related duties as assigned.INDPROQualifications:
        • Associate's degree in Human Resources or related field required.
        • Minimum 3 years' experience in a Human Resource discipline (recruitment, labor relations, etc.) or Compliance role preferred, or related office experience.
        • Proven familiarity with current HR practices, policies, and labor and employment laws.
        • Strong attention to detail.
        • Strong multitasking and organizational capabilities.
        • Excellent verbal and written communication skills.
        • Proficient in MS Office and able to learn new software.
        • Strong interpersonal and customer service skills.
        • Experience with applicant tracking software and/or HRIS preferred.
        • Proficient in MS Office and able to learn new software rapidly.An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

Keywords: Loretto, Syracuse , HR Support & Compliance Coordinator, Human Resources , Syracuse, New York

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