Job Description

SUMMARY DUTIES and RESPONSIBILITIES:
This position is in the office Monday - Friday.
Primarily supports Human Resources in the daily human resources responsibilities. This position also assists human resources team members and other home-office staff with general administrative tasks with a high level of technical ability and having an understanding of human resources and the ability to handle special projects. This position requires a high level of confidentiality, and a sense of urgency; must have high skills in office technology, attention to detail, presentation skills, and problem-solving. Must be very organized with attention to detail. This position requires excellent customer service to assist with guiding employees through various human resources processes, answering questions, and ensuring all human resources functions are complying with local, state, and federal regulations including property management, construction, and assisted living compliance.
Essential Functions and Work Duties:
The following essential functions of this position are performed personally, in cooperation with the supervisor, and/or in coordination with other staff. Additional work functions and duties may be assigned.
Perform a variety of human resources functions and services to Nevada HAND Inc. and affiliates consistent with Human Resources policies and programs. Specific areas of Human Resources responsibility include, but are not limited to:
PRE-EMPLOYMENT/ONBOARDING:

• New Hire Onboarding paperwork (create new hire packets, issue/collect completed packet from new hire, issue Work Card or Background paperwork, I-9, and email notification reg new hire).

• Ensure onboarding lunches are ordered with scheduled vendors.

• Send surveys using Survey Monkey to all new hires.

• Make sure each employee has a signed job description on their employee file. With periodic audits of the file.

• Conduct new hire orientation and pre-employment testing prep work for the hires.

• Handle in-person Work Card follow-up - (send monthly reports to depts, coordinate renewal with employees, issue work card form, update ADP as renewed work cards are received).

• Maintain HR Event spreadsheet (Smartsheets. Provide HR event spreadsheet for review each month to the HR team huddle (first meeting of the month).

• Collect Employee ID & Vehicle Information from all new hires.

HRIS:

• Enter employee information and upload documents to employee files in ADP and HR Shared Drive. Monitor and upload all employee documents to employee files in ADP and HR Shared Drive that come from the HRAdmin email.

• Hire a finalist in ADP in preparation for onboarding.

• Keep current ADP spotlights, such as High5, Welcome Announcements, Promotions, Anniversaries, and HAND News.

• Keep track of data and statistics for end-of-the-year HR report cards.

LITMOS LMS (HOMEROOM):

• Upload employee reports to Litmos weekly.

• Create, schedule, and assign courses as needed.

• Supporting Operational Excellence, using the required Dojo belt to handle sending the training, reporting on various pieces of training, and resolving employee concerns in homeroom.

• Assists with HUB (company-wide Internet/Jostle) posts as required and needed.

GENERAL COORDINATOR RESPONSIBILITES:

• Handle the Employee File Records stored in ADP and HR Shared Drive. As a paperless human resource, accurately scan and file documents appropriate to the files. Ensuring monthly checks of each file for accuracy of the files.

• Distribute pay statements in-person biweekly.

• Manage the Nevada Hand Master Calendar with a list of company-wide events, HR events & social events.

• Assist when needed; prepare biweekly agenda for the payroll/HR meeting.

• Answer human resources inquiries via call, email (HRAdmin), walk-ins, and HR Assistance Form to ensure the calls/messages get quickly to the right person.

• Respond to HRAdmin email box. Department-dedicated email and Group Social Squad dedicated emails accordingly.

• Pick up, sort, and distribute mail.

• Assist with research on various projects with the expectation of finalizing results from survey data for various PowerPoint presentation decks.

• With the assistance of payroll, complete all verifications of employment.

• Maintain company organization charts with accuracy using the Visio (Jostle Intranet) and ensure monthly updates are made. Periodic requests to send reports to Leadership.

• Upon request, keep notes in the HR daily huddle.

• Help keep HR calendars and schedule Zoom meetings.

• Act as primary coordinating various employee events.

• Help with processing improvement through Smartsteps.

• Provide general office support to include ordering supplies, new hire items, creating/printing labels, ADP data entry, copying, scanning, editing .pdfs, etc.

• Act as one of the front desk relievers on a rotating basis. May include breaks and lunches.

• Handle the Retirement/401(k) Enrollment Meetings (schedule meetings with the vendor, order booklets, communicate meetings, create, and mail letters to employees, and follow up on employee attendance at each meeting).

EMPLOYEE ENGAGEMENT:

• Participate on the company's Social Squad committee and help with all aspects of the committee: planning, organizing, and attending weekly committee meetings, and keeping the agenda.

• Keep weekly Social Squad minutes and send out a weekly calendar to Social Squad members.

• Support the Social Squad Program and its members (e.g. agendas, marketing requests for events, set-up at events, zoom set-up during lunch & learns).

• Responsible for annually creating, maintaining, and verifying the internal Wellness portal.

• Planning, organizing, and scheduling Nevada HAND quarterly bus tours.

• Inviting new hires to the quarterly new hire culture training.

• Assist when needed with home office events.

PROCUREMENT and INVOICES:

• Handle the Name Tag requests (order and process monthly invoices).

• Order baby blanket requests (when notified of a new baby, reach out to manager/employee to obtain the baby's name and DOB, place an order on the website, process invoice), and order floral arrangements upon request.

• Review and process monthly HR invoices - SASS, LVMPD, Global, Fingerprint Pros, Lookout Services, Temp Invoices, SHRM membership renewals, Labor Law Posters, etc.

OTHER FUNCTIONS and WORK DUTIES:

• Perform other duties as from time to time may be determined necessary for the well-being of the total operation.

• Coordinate specific work tasks with other personnel within the department as well as with other departments to ensure the smooth and accurate flow of work and information.

• Act as primary scheduler to assist HR Recruiting.

• Perform tasks that are supportive of the essential functions of the job, but which may be altered or re-designed upon individual circumstances.

• Set up Zoom/Team and other conference calls as requested.

QUALIFICATIONS and SKILLS REQUIRED:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The individual must follow the core values of excellent customer service. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EDUCATION and/or EXPERIENCE:

• A Bachelor's Degree in human resources or other undergraduate studies, psychology, business administration, or a related field is required.

• Three (3) or more years of work experience in an office environment with excellent customer service experience is required. The ability to function well in a high-paced and at times stressful environment. Excellent time management skills to meet deadlines and follow through.

• Must be able to work in a team atmosphere.

• At least three (3) years of experience in an administrative support role.

• Three to five (3-5) years of experience in Human Resources is required.

• Friendly, engaging, and flexible; excellent customer service and excellent communication (verbal and written) are required.

• ADP experience is recommended.

OTHER SKILLS and ABILITIES:

• Ability to work in the office between 8:00 am - 5:00 pm M-F.

• Ability to read, write, and speak in English.

• Ability to present to a large audience on a weekly basis.

• Strong written and oral communication skills.

• Intermediate to advanced skills in Microsoft Word, Excel, Outlook, PowerPoint, Litmos, Adobe Acrobat, and Visio; ability to become proficient with other software applications.

• Strong HRIS database experience.

• Excellent initiative and problem-solving skills.

• Outgoing, customer service-oriented approach to all duties, including telephone and face-to-face interactions.

• Excellent attention to detail.

• Solid understanding of office operations, office equipment, and principles of sound administrative procedures and practices.

• Excellent organizational skills with the ability to handle shifting activities and multiple tasks simultaneously. Strong written and oral communication skills.

PHYSICAL REQUIREMENTS:

• Ability to physically report to the home office and periodic travel to various 30+ communities when needed.

• Ability to transport files up to approximately 20 pounds.

• Bending and kneeling to file documents and files.

• Regularly required to use hand to finger, handle, or feel, reach with hands and arms, and talk or hear using telephone, computer keyboard, mouse, and calculator while seated at a desk.

• Stand during onboarding for a period of up to four hours.

• Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.

• Able to sit at a desk for extended periods.

• Light work: Exerting up to 20 pounds of force occasionally, and/or up-to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work. The worker is not substantially exposed to adverse environmental conditions.

Skills Required