Department: Administration
Reports to: Executive Director
Primary Work Location: Remsen
Pay Status: Salary
Eligible for Benefits: Yes
Work Hours: 40 hours per week
Hours are subject to change based on financial and program requirements.
QUALIFICATIONS:
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Degree in Human Resource Management or related field or three years' experience required.
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Experience with employee communications, website content management, or social medial platforms preferred.
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Excellent verbal and written communication skills.
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Excellent interpersonal, negotiation, and conflict resolution skills.
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Excellent organizational skills and attention to detail.
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Excellent time management skills with a proven ability to meet deadlines.
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Strong analytical and problem-solving skills.
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Ability to prioritize tasks and to delegate them when appropriate.
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Ability to act with integrity, professionalism, and confidentiality.
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Knowledge of employment-related laws and regulations.
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Average aptitude for working with numbers and good reading comprehension.
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Must be neat, accurate and concise.
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Proficient with Microsoft Office or related software.
JOB DUTIES AND RESPONSIBILITIES
Human Resources Operations Management:
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Maintains an annual Human Resources calendar identifying recurring deadlines, compliance activities, benefits administration tasks, reporting requirements, and required reviews.
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Maintains timely communication with employees, supervisors, vendors, benefit providers, and regulatory agencies regarding Human Resources matters.
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Works closely with the Fiscal Director to ensure good communication between Human Resources and fiscal staff to maintain established internal controls.
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Maintains effective organization of Human Resources operations by utilizing planning tools, maintaining current task lists, documenting procedures, and communicating the status of ongoing projects to the Executive Director.
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Ensures assigned Human Resources responsibilities and projects are completed accurately and within established deadlines.
Recruitment, Hiring & Onboarding:
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Recruits and facilitates the hiring of qualified job applicants for open positions; collaborates with project directors to understand skills and responsibilities required for openings.
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Coordinates completion of new hire paperwork, employee onboarding, and enrollment in appropriate benefit programs.
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Responsible for verifying employee Form I-9 documentation, ensuring compliance with federal employment eligibility requirements, staying current on regulatory changes, and utilizing the E-Verify system.
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Conducts new employee background checks, including Single Contact Repository (SING), Motor Vehicle Records (MVR), and FBI Fingerprints. Maintains and completes re-submission of required background checks for ongoing employees.
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Maintains compliance with Criminal Justice Information Services (CJIS) and reports to the CJIS audit, maintains confidential result files, and ensures required training deadlines are met.
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Coordinates and facilitates agency new employee orientation and employee recognition programs.
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Maintains recruitment, onboarding, and orientation procedures and checklists.
Employee Benefits & Leave Administration:
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Acts as point of contact for benefit administration and correspondence (including, but not limited to: Wellmark, Avesis, IPERS, Benefits, Inc., Aflac, Dearborn, Prudential, etc.).
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Coordinates and administers annual employee Open Enrollment of benefits.
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Responsible for completing the reconciliation of the invoices for the agency benefit programs.
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Responsible for verification of unemployment and uploading applicable documentation in Iowa Workforce and State Information Data Exchange System (SIDES). Participate in unemployment hearings.
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Responsible for the administration of FMLA and ADA.
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Responsible for the filing of Worker’s Compensation claims and annual audit.
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Maintain benefit enrollment, COBRA, FMLA, ADA, Worker’s Compensation, and leave administration timelines to ensure timely processing and compliance.
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Coordinates COBRA administration and ensures required notices and documentation are completed timely.
Employee Relations & Performance:
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Supports leadership with employee evaluations, improvement plans, corrective actions, and other personnel issues.
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Assists leadership with employee relations matters, including investigations, conflict resolution, performance concerns, and corrective actions.
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Maintains documentation related to employee performance, disciplinary actions, and employment status.
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Completes termination paperwork, including the termination of benefits.
Compliance & Risk Management:
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Serves as agency Equal Opportunity Officer. This includes revision of the Affirmative Action Plan and Program.
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Maintains compliance with federal, state and local employment laws and regulations, reviews policies and procedures to maintain compliance.
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Completes required employment-related reports and surveys, including but not limited to Bureau of Labor Statistics, U.S. Census Bureau reports, and EEO reporting.
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Responsible for continued development, updating and compliance of personnel policy and procedure manual, including completion of the final draft for Board approval.
HR Administration:
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Develops and maintains effective working relationships with benefit vendors, consultants, insurance representatives, and other external partners to ensure timely resolution of Human Resources issues.
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Responsible for managing KnowBe4 Phishing Campaigns, reports, and correspondence with representative.
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Responsible for reviewing and reporting 1095-C & 1095-B in ADP.
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Responsible for filing 1099-Rs.
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Responsible for maintaining the Agency Contract Books and Board Correspondence File
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Conducts wage studies and compensation reviews as needed to support agency compensation practices.
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Maintains organized electronic and paper Human Resources records in accordance with agency policies, confidentiality requirements, and applicable record retention requirements.
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Maintains written Human Resources procedures and desk manuals to ensure continuity of operations.
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Maintains current project status lists and provides regular updates to the Executive Director regarding outstanding Human Resources projects.
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Maintains and updates the agency organizational chart to reflect current staffing structure, reporting relationships, and organizational changes.
Agency Communications Support:
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Serves on Marketing Committee and collaborates with Communications group as needed.
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Supports agency communications efforts by updating website content, dashboards, newsletters, and other communications materials as assigned.
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Updates social media pages for recruitment purposes and other posts as needed.
Executive Director and Administrative Support:
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Assists the Executive Director with administrative projects, correspondence, and special assignments as directed.
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Provides Board administrative support as directed by the Executive Director, including meeting coordination, preparation of materials, maintenance of records, and related communications. but not limited to:
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Assists with planning and coordination of the agency Annual Meeting and other agency events as assigned.
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Supervises the Agency Administrative Assistant/Secretary and coordinates assigned administrative support activities to ensure timely completion of assigned agency tasks.
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Provides supervision of Agency Custodian, including communicating expectations, approving schedules as needed, and ensuring adequate office cleaning and supply needs are maintained.
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Maintains confidentiality when handling sensitive agency, employee, board, and administrative matters.
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Utilizes available administrative support resources by delegating appropriate tasks while maintaining accountability for timely completion and accuracy.
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Participates in Project Director meetings and provides Human Resources updates, guidance, and support.
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Participates in required trainings to maintain professional competency and regulatory compliance.
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Participates in state, regional, and local Human Resources meetings as appropriate.
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Be able to perform above duties with reasonable accommodations.
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Other duties as assigned.
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Must be able to lift 10 pounds often, lift up to 20 pounds occasionally, lift over 20 pounds rarely.
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Respond positively to change.
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Assists with office operational needs as necessary.
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Keep equipment in good working condition.
