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Human Resources Coordinator

Company: Vanguard Healthcare Services
Location: Ashland
Posted on: June 13, 2021

Job Description:




The primary purpose of the Human Resources Coordinator position is to administer and perform human resource and payroll functions in the facility.


Payroll Functions

  • Act as local subject matter expert on timekeeping and payroll system. Train supervisors on use of system.
  • Implement the day-to-day policies and procedures governing the payroll functions.
  • Monitor and ensure timely and correct time adjustments, and make sure timecards accurately reflect hours worked or not worked.
  • Maintain payroll files as needed.
  • Ensure that checks are received and distributed to all employees on a timely basis.
  • Answer payroll questions from employees and managers.
  • Maintain adequate payroll records that reflect the operating cost of the facility (LHPPD).
  • Prepare payroll reports as needed.
  • Enter new employees into the time clock.
  • Assist employees in obtaining information through Employee Self Service concerning their payroll records, checks, deductions, overtime, etc. as necessary.
  • Prepare employee status changes as necessary.
  • Maintain strict confidentiality of all payroll information.
  • Immediately route all garnishments, bankruptcies, tax levies, etc. to payroll for processing.

Human Resource Functions

  • Act as local subject matter expert on Virtual Edge applicant tracking system.
  • Assist department managers and administrator with managing staffing needs through ATS.
  • Review candidate information for qualifications and contact applicants to schedule interviews.
  • Coordinate new hire onboarding process and secure all appropriate documentation.
  • Initiate background check to include: criminal background search, OIG/GSA excluded party lists, abuse registry, licensure verification, reference checks. Monitor progress, and initiate adverse hiring action process if necessary.
  • Arrange pre-employment drug screen, monitor status of positive drug screens.
  • Maintain all personnel files in a secure, clean and organized manner.
  • Ensure that all terminated personnel files are removed from the active employment records and stored in a secure, clean and organized manner either on or off-site.
  • Coordinate employee benefits and maintain appropriate documentation in the personnel file.
  • Serve as the Workers' Compensation Coordinator for the facility: assist Nurse Educator with educating all employees about workplace safety, receive all reports of workplace injury/illness claims, report claims to the WC carrier, act as liaison with facility, WC carrier and injured worker, coordinate transitional duty, keep Administrator updated on all work related injuries and open claims.
  • Maintain complete and accurate OSHA logs of workplace injuries. Complete and post annual OSHA log summary according to federal regulations.
  • Coordinate annual performance reviews by notifying department heads and supervisors when reviews are due; distribute paperwork; retrieve completed reviews; prepare documentation for any compensation adjustments in payroll system.
  • Maintain attendance records, records of performance correction and other disciplinary actions and termination records.
  • Monitor unemployment claims and assist with appeals as necessary.
  • Maintain strict confidentiality of all payroll and employee records.
  • Ensure the facility is in compliance with current applicable federal and state employment regulations regarding wages, overtime, work hours, workers'/unemployment compensation, etc.
  • Orient new employees to facility personnel policies, payroll procedures, benefits, safety policies and other human resource procedures as outlined in the employee handbook.
  • Distribute employee handbooks, retrieve and file handbook acknowledgement in personnel file.
  • Ensure that all employees sign the Code of Business Conduct at the time of orientation and on an annual basis; maintain a current copy of the signed Code of Business Conduct in each employee's personnel file.
  • Participate in the Manager on Duty rotation per the direction of the administrator. This requires that the employee take a shift one weekend as the Manager on Duty, not more than once a quarter.
  • Complete resident rounds as a department head to help insure quality care of residents and to promote team responsibility for resident care.

Professional Development Functions

  • Attend and participate in workshops, seminars, in-services, etc. to keep abreast of current changes in the long-term care field, as well as to maintain a professional status.
  • Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.
  • Attend and participate in annual OSHA, and CDC in-service training programs for hazard communication, TB management, and blood borne pathogens standards.

Safety and Sanitation Functions

  • Follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc.
  • Follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illnesses.

Equipment and Supply Functions

  • Ensure that an adequate supply of applications, drug testing kits, and new hire documents, etc., are on hand to meet the day-to-day operational needs of the payroll and human resource office.
  • Report equipment and office supply needs to the Administrator.
  • Request repairs for office equipment as necessary.

Resident Rights Responsibilities

  • Maintain strict confidentiality of all resident information.
  • Knock before entering a resident's room.
  • Ensure that the resident's rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to voice complaints, are well established and maintained at all times.

Working Conditions

  • Works in office areas as well as throughout the facility.
  • Moves intermittently during work hours.
  • Is subject to frequent interruptions.
  • Is involved with residents, personnel, visitors, government agencies/personnel, under all conditions and circumstances.
  • Is subject to hostile and emotionally upset, personnel, residents and visitors.
  • Communicates with the administrative staff, nursing personnel and other department supervisors.
  • Works beyond normal working hours and in other positions temporarily, when necessary. Works on weekends and holidays when necessary.
  • Is subject to callback during emergency conditions.
  • Attends and participates in continuing education programs.
  • Is subject to exposure to infectious waste, diseases, conditions, etc. including TB and the AIDS and Hepatitis B viruses.
  • Is subject to injury from falls, burns from equipment, odors, etc., throughout the workday, as well as to reactions from dust, plastics, synthetics, disinfectants, tobacco smoke, and other potential contaminants.
  • May be subject to the handling of and exposure to hazardous chemicals.
  • Maintains a liaison with associates and facility administration as it relates to payroll and human resource functions.



  • Must possess a high school diploma or GED.
  • A college degree or vocational school training preferred.


  • Must have a minimum of 2 years' experience in human resource and/or payroll administration.
  • Experience in a health care setting desirable.

Specific Requirements

  • Must be able to read, write, speak and understand the English language.
  • Must display professionalism both in appearance and attitude.
  • Must possess the ability to solve problems and make independent decisions when circumstances warrant.
  • Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agency personnel and the general public.
  • Must possess the ability and the willingness to work harmoniously with other personnel.
  • Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.
  • Must possess a functional knowledge of computers including Microsoft Word and Excel applications, and general data entry.
  • Must be able to plan, organize, develop, implement and interpret the programs, goals, objectives, policies and procedures that are necessary for sound payroll and human resource processes.
  • Must be able to understand and carry out written and oral instructions.
  • Must have patience, tact, a positive disposition and enthusiasm, as well as the willingness to handle difficult people.
  • Must possess the ability to examine and verify time clock and payroll documents and reports.
  • Must be organized and able to prepare payroll and human resource records in a systematic, neat and legible manner.

Equal Employment Opportunity/Affirmative Action Employer and do not discriminate on the basis of race, color, age, sex, religion, veteran's status, national origin, disability, marital status, or any other characteristic protected by law.

Keywords: Vanguard Healthcare Services, Memphis , Human Resources Coordinator, Other , Ashland, Tennessee

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