Staffing Specialist

Starting Hourly Rate of Pay: $23.50/hr + DOE
Schedule: Monday - Friday, 8:00am - 5:00pm

At Virginia Garcia Memorial Health Center, we welcome diversity; we encourage, uplift, and are honored to serve people who have been historically underrepresented and underserved. Our mission is to provide high-quality, culturally appropriate healthcare to low-income residents of Washington and Yamhill Counties, with a special emphasis on seasonal and migrant farm workers and others with barriers to receiving healthcare. We strive to provide an inclusive environment that welcomes and values the diversity of the people we employ and serve.

If you are unsure whether you meet all of the required qualifications for this role but are interested and passionate about this potential position, we encourage you to apply.

Job Summary:  The Staffing Specialist works within the Staffing Department providing day-to-day human resource operations and administrative support for staffing and recruitment functions. 

Essential Duties and Responsibilities:

• Assist employees with questions regarding staffing procedures and resources via email and phone.
• Using Applicant Tracking System, identify potential candidates for open, non-provider, entry-level positions and forward to hiring managers.
• Facilitate the recruitment cycle for designated requisitions, including but not limited to: posting job ads, unsolicited outreach to potential candidates, reviewing resumes, conducting phone screens, and scheduling, coordinating, and attending interviews for applicants as needed.
• Act as point of contact for all hiring managers and job applicants regarding recruitment.
• Set up onboarding room, ensuring new employees have equipment and other items they need.
• Conduct reference, background, and OIG and SAM checks.
• Draft job requisitions and postings.
• Prepare and disseminate new-hire documents.
• Provide backup to staffing team on NHSC, state, and federal loan repayment program management, including portal verifications and data requests.
• Perform HRIS data entry.
• Process employee status changes in online ticketing system.
• Track personnel action forms and ensure proper approvals.

• Complete I-9 forms, verify I-9 documentation, and maintain I-9 files.
• Assist with the administrative and HRIS preparation for the performance review process.

·       File and maintain confidential personnel files. Keep employee records up-to-date.

• Maintain SharePoint files and staffing drive documents, ensuring documents are up to date. 

·       Assist management with various staffing projects.

·       Attend career fairs.

·       Perform other duties as assigned.

HIPAA Requirements

The Staffing Specialist must handle protected information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).  This position may be exposed to PHI in the course of his/her duties and have access to PHI of VG employees.  All employees are required to read the content of PHI records only to the extent needed to perform the functions of the job.

Knowledge, Skills and Abilities

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint and Outlook).
• HRIS database maintenance.
• Excellent organizational skills with an attention to detail.
• At ease working under deadlines.
• Flexibility with the ability to pivot as required.
• Ability to communicate effectively, verbally and in writing.
• Ability to work effectively in a collaborative, team-based work environment.
• Cultural diversity awareness, sensitivity, and competency, including ability to work with individuals from diverse cultures and backgrounds.
• Ability to make independent decisions based on policies and protocols.
• High degree of confidentiality, integrity, and professionalism when dealing with confidential HR issues.
• Commitment and alignment to Virginia Garcia’s mission, vision, and values.

Education and Experience Required

·       High school diploma or general education degree and one year of recent HR experience, preferably in staffing or recruitment, or equivalent combination of education and experience required.

·       Experience working with HRIS and applicant tracking system, preferably UltiPro.

·       Experience with help desk ticketing system.

Behavioral Competencies:

Accountability

• Role model VG’s mission, vision, and shared values

Customer-Focus

• Listen to the voice of the customer and strive to delight them by exceeding their expectations

Teamwork

• If someone needs help, help them

Initiative

• Be innovative, apply fresh ideas, and continuously improve how you do your work

Confidentiality

• Maintain strict confidentiality and respect the privacy of others

Ethical

• Demonstrate integrity, honesty, and stewardship in all encounters at work

Respect

• Demonstrate consideration and appreciation for co-workers and patients

Communication

• Demonstrate the ability to convey thoughts and ideas as well as understand perspective of others

Physical Requirements:

Percentage of time spent:

·       Standing: up to 5%

·       Walking: up to 10%

·       Sitting: up to 85%

·       Lifting/Carrying: less than 5%

• Bend, Reach, Stoop: less than 5%
• Use of Computer: up to 80%

Working environment/Physical Hazards:

·       Work in a well-lighted, ventilated environment.

Office Equipment used:

·       Computer

·       Telephone, fax, copier, scanner, printer

Immunization:

Staff member must meet immunizations requirements as stated in VGMHC’s immunization policy.

Job descriptions represent a general outline of the essential and major job duties, functions and qualifications required.  They cannot be all-inclusive and comprehensive due to the dynamic nature of work performed to accomplish VGMHC’s Mission.

VGMHC is an Equal Opportunity Employer.  No person is unlawfully excluded from consideration for employment because of race, color, religious creed, national origin, ancestry, sex, age, veteran status, marital status or physical challenges.  The policy applies not only to recruitment and hiring practices, but also includes affirmative action in the area of placement, promotion, transfer, rate of pay and termination.