Human Resources Clerk

Function:The Human Resources (HR) Clerk performs various specialized clerical duties requiring basic knowledge of HR operations.  The HR Clerk will have primary responsibility for maintaining records, carrying out procedures, and preparing documents of varying complexity. Organizational duties & responsibilities:

1. The primary responsibility of all staff is to ensure the safety and well-being of all Ramey-Estep/Re-group (RE) clients.
2. Supports the mission, vision, and values of RE.  Facilitates and adheres to the agency’s code of ethics, policies, and procedures.
3. Supports all functions that attain and maintain accreditation and compliance with regulatory agencies.
4. Supports and facilitates positive interaction with clients and staff by exhibiting both in-office and in-public when carrying out job duties:  individual maturity, respect for others, a team-centered approach, maintenance of confidential information, and awareness and sensitivity to cultural and other differences in clients and staff.
5. Exhibits effective communication skills, including proper use of agency communication systems.
6. Participates in appropriate professional development programs to attain and maintain competency.
7. Effectively manages financial and physical resources to achieve the mission of RE.
8. Reports incidents of abuse or potential abuse involving clients to the appropriate authorities and RE.

Essential Duties and Responsibilities:

1. Assists as part of the HR Team in the setup of special events/staff meetings.
2. Collaborates with community organizations to offer the use of our training facilities and acts as a liaison for those groups to determine their needs.
3. Responsible for maintaining excellent customer service with all employees and vendors.
4. Schedule interviews with job candidates at the HR Manager's or CHRO's direction. Also provides updates on interview scheduling as appropriate to the HR Manager, CHRO, and interviewers.
5. Assists in the interview process by ensuring copies of applicant screening documents are prepared, and job descriptions and benefit summaries are available for the candidates.
6. Maintains the status of job candidates in the Applicant Tracking System (ATS) as they work through the review/interview/hiring process.
7. Assists in maintaining and editing job postings on the ATS and various career pages at the direction of the HR Manager and CHRO. Also, provides updates on open positions to the Marketing Team.
8. Review new hire information in the HR information system (HRIS) for accuracy.
9. Completes the E-Verify process for new hires within 48 hours of their start date and files the verification and I-9 forms. Alerts the CHRO if a new hire is not authorized to work or if there is an issue with the authorization.
10. Updates employee information in the HRIS (phone number, address, dependent change, etc.).
11. Compiles new hire orientation notebooks and assists the HR team in the orientation setup.
12. Completes daily clerical duties such as filing personnel documents to ensure that all files are current.
13. Completes 30-day file audits on new hire personnel files and reports any discrepancies or missing documents to the HR Manager or CHRO.
14. Completes the new hire background process under the direction of the HR Manager and/or CHRO.
15. Review payroll change notices to ensure the accuracy of entries made in the HRIS and alert the HR Manager to any needed corrections.
16. Ensures donations received by RE are recorded and thank you letters prepared and sent. Also, maintains an electronic record of donations made.
17. Enters training hours in the Learning Management System (LMS) and ensures the accuracy of those records.
18. Prepares reports from the HRIS at the direction of the HR Manager and/or CHRO.
19. Assists in scheduling off-campus training, including hotel and travel accommodations, once approved by the CHRO.
20. Manages RE’s travel credit cards and ensures that necessary documentation of charges is entered in the payables system within 48 hours of receipt. Alerts the CHRO of any issues related to the use of company travel cards.
21. Tracks the completion of 90-day performance evaluations, sends reminders to supervisors when evaluations are due, and ensures these are completed.  Alerts the CHRO when 90-day performance evaluations are late.
22. Maintains HR rosters such as employee birthdays and anniversaries and posts/distributes these lists monthly. Also, prepares staff anniversary cards for the CHRO to sign.
23. Solicits and compiles nominations for Employee of the Month (EOM) in all programs and collects Leadership Team votes for the EOM winner once compiled.  Ensures that the EOM award is presented to the winner in a timely manner.
24. Receives, handles, and files confidential and private information about employees.  Upholds a high level of confidentiality.
25. Respond to employees’ questions about HR functions and provide them with the correct resources.
26. Works in the Communication Center (CC) as needed and completes basic CC duties when covering shifts or staff breaks.
27. Assists within the HR Team on any special task or project as directed by the CHRO.
28. Performs other duties as assigned.

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