Job Summary
The Personnel Records Coordinator is responsible for maintaining accurate, complete, and compliant employee personnel records for the agency’s DeRidder and Leesville locations. This position ensures all employee documentation meets company policy, Louisiana Department of Health requirements, Medicaid HCBS regulations, and applicable federal and state employment laws.
The Personnel Records Coordinator manages employee files within Paycor, conducts routine personnel audits, monitors compliance deadlines, completes workforce reporting requirements, and ensures all required employee documentation remains current. This position plays a critical role in supporting agency compliance, survey readiness, and quality assurance efforts.
After successful completion of training and demonstration of job proficiency, this position may be eligible for a hybrid work arrangement based on operational needs and management approval.
Essential Duties and Responsibilities
Personnel Records Management
- Maintain complete and accurate personnel files for all employees.
- Update employee records in Paycor promptly and accurately.
- Ensure all required employment documents are received, filed, and maintained.
- Process personnel file updates including:
- Address changes
- Name changes
- Emergency contact updates
- License and certification renewals
- Driver’s license updates
- Auto insurance updates
- Training and continuing education documentation
- Maintain confidentiality of all personnel information.
Compliance Monitoring
- Monitor personnel files for compliance with agency policies and regulatory requirements.
- Ensure completion and documentation of:
- Post-Hire Medical Questionnaires
- 60-Day Employee Evaluations
- Annual Employee Evaluations
- Orientation documentation
- Required in-service training
- Competency assessments
- Background screening requirements
- Notify supervisors and management of upcoming compliance deadlines.
Personnel File Audits
- Conduct routine audits of personnel files for both DeRidder and Leesville offices.
- Identify missing, expired, or incomplete documentation.
- Prepare audit reports and corrective action recommendations.
- Assist management in maintaining survey readiness and regulatory compliance.
Monthly Screening Requirements
- Complete monthly OIG exclusion checks for all active employees.
- Complete monthly adverse action and sanctions screenings as required.
- Maintain documentation of completed screenings.
- Immediately report findings that may affect employee eligibility for employment.
Workforce Commission & Employee Separation Processing
- Process employee termination documentation.
- Complete required reporting and responses through the Louisiana Workforce Commission.
- Maintain separation records in accordance with agency policies and legal requirements.
- Coordinate with payroll and administration to ensure accurate termination processing.
Paycor Administration
- Update employee information within Paycor.
- Maintain electronic personnel records.
- Upload and organize required employment documents.
- Assist with personnel reporting and data management.
- Support payroll and administrative functions as assigned.
Qualifications
Education
- High School Diploma or GED required.
Knowledge, Skills, and Abilities
- Strong organizational and time management skills.
- Excellent attention to detail and accuracy.
- Ability to manage multiple deadlines simultaneously.
- Knowledge of personnel file maintenance and compliance standards.
- Strong verbal and written communication skills.
- Proficient in Microsoft Office applications.
- Ability to maintain strict confidentiality.
- Ability to work independently while meeting productivity expectations.
Work Location
- Primary responsibilities support both DeRidder and Leesville office locations.
- Travel between locations required.
- Hybrid work eligibility may be considered after successful completion of training and establishment of consistent job performance.
Performance Expectations
- Personnel files maintained at 95% or greater compliance.
- Monthly OIG and adverse action screenings completed timely.
- Employee evaluations tracked and completed on schedule.
- Workforce Commission documentation completed accurately and timely.
- Personnel audits completed according to agency schedule.
- Accurate and timely Paycor updates.
- Positive contribution to agency compliance and survey readiness efforts.
Pay: From $15.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Paid time off
- Vision insurance
Work Location: In person
