Human Resources Coordinator (Certified) 

SUMMARY

The HR Coordinator (certified position) plays a pivotal role in managing human resources, payroll and benefit functions within the department. This position requires strong attention to detail, knowledge of payroll processes, and the ability to maintain accurate employee records.

SPECIFIC RESPONSIBILITIES:

Enter new employee information into the computer payroll system and maintain current employee computer records.

Manage the time keeping system and assist Directors, Local Area Managers, and Executive Assistant as needed.

Process payroll for 400+ employees including releasing of direct deposit and making any deduction and payroll changes each pay period.

Maintain accurate and confidential filing and retrieval of Contract, Payroll, and Insurance benefit records.

Enroll employees in insurance plan of choice and prepare COBRA for terminated employees.

Process all payroll and insurance billings (i.e. Taxes, Teachers’ and County Retirements, annuities, Wage garnishments, health insurance and all voluntary benefits).

Work to ensure that all federal and state regulations are followed in the hiring process.

Conduct training for Management concerning interviewing, avoiding sexual harassment etc.

Assist with conducting pre-employment interviews.

Conduct orientation for each new employee before they begin work to complete all required paperwork (benefits, tax information, and background checks), review OVEC policies, provide documentation concerning COBRA, and discuss the proper procedure for contacting Human Resources concerning any issues they may have during their time with OVEC.

Create new employee files in the time keeping system.

Assist Chief Human Resources Officer with any other payroll needs.

Receive, organize, and check information needed to process payroll for each pay period.

Prepare and upload documentation for any discrepancies with federal, state, and local tax payments to the payroll company (employee and employer’s portions.)

Run deduction reports and compare to insurance, garnishment, deferred compensation, KPPA and KTRS bills and/or standard remittance records.

Prepare standard invoices and journal vouchers for all payroll-related bills. Verify with actual payroll deductions and state insurance remit sheet. 

Handle insurance billing questions, verifying the accuracy of all group billing charges and deal with employees with insurance concerns.  Maintain a current exchange with third party administrator, providing employment, address change and miscellaneous information.

Notify all benefit providers (including, but not limited to, insurance companies and state agencies) of any address or status changes.

Review monthly Personnel Report for any new hires or status changes.  Update payroll files and mail new contracts when necessary.

Review the Personnel Report for terminations, resignations and non-renewals and prepare COBRA letters.  Mail all COBRA letters certified mail.

Enter all salary and status changes at the beginning of the new contract year and maintain a current file of contracts.  Have employees sign their contracts, and forward to the CEO for his signature. Mail employee’s a copy of approved new contracts.

Assist Director of Finance and Director of Human Resources with any payroll, workmen’s compensation, tax or payroll questions and duties.

Assist Executive Assistant in maintaining accurate Employee Handbook that covers all employment policies and procedures for OVEC.

Compare employment ads to OVEC job descriptions to be certain the qualifications are consistent with job duties and properly advertised.

Accept and screen all incoming resumes and applications to assure that they meet the qualifications set forth in the job description.  The resumes of qualified applicants are forwarded to the Project Directors for their consideration for employment.

Review for accuracy and compliance all recommendations for change and recommendations for employment issued by Project Directors and forward to Director of Human Resources for their signature.

Prepare contracts for all employees - as needed for new employees and annually for active employees.

Enter employee information for new hourly employees into a time keeping system so they can be shown how to clock into the system during their new employee orientation.

Certify information needed for retirement purposes.

Maintain all personnel files and records.

Oversee any disciplinary issues that may arise and work with Program Directors and the CEO to come up with a plan that follows OVEC Policies and Procedures.

Assist with year-end audits.

Other duties as assigned by the Chief Human Resources Officer.

COMPENSATION: Full-time/year-round position; 240 days. Salary based on experience in accordance with OVEC’s Certified Salary Schedule. 

PAY RANGE: $47,971 - $55,673