Adjudication, Affirmative Action, Analysis Skills, Applicant Tracking System, Billing, Calendar Management, Candidate Screening, Centers for Disease Control and Prevention (CDC), Communication Skills, Customer Satisfaction, Customer Support/Service, Data Entry, Data Processing, Demographics, Depth Perception, Detail Oriented, Documentation, Employee Orientation, Establish Priorities, Federal Laws and Regulations, File Maintenance, High School Diploma, Human Resources, Infectious Diseases, Keyboards, Legal, Microsoft Excel, Offer Letters, Onboarding, Organizational Development/Management, Organizational Skills, PC (Personal Computer) Systems, Payroll Administration, Payroll Software/Services, Performance Reviews, Problem Solving Skills, Purchasing/Procurement, Regulations, Reimbursement, Reporting Skills, ServiceNow, Team Player, Telephone Skills, The Joint Commission (TJC), Time Management, Time Management Software, Travel Planning, Typing
POSITION SUMMARY
The ATS Assistant performs varied administrative, electronic, and specialized tasks to support the day-to day operations of the Human Resources department. This position is responsible for data entry, assisting with recruitment and on boarding, general customer service issues, concerns and requests for services with adherence to confidentiality and TCRHCC policies and procedures, and other duties associated with an assistant position.
Qualifications:
NECESSARY QUALIFICATIONS
Education:
High School diploma or GED
Experience:
- Must have one year of practical experience in the field of hiring, recruitment and/or working in an HR-related role
- OR Associates degree in lieu of experience
Other Skills and Abilities:
A record of satisfactory performance in all prior and current employment as evidenced by positive employment references from previous and current employers. All employment references must address and indicate success in each one of the following areas:
- Positive working relationships with others
- Reliable and dependable; reports to work as scheduled without excessive absences.
- Possession of high ethical standards and no history of complaints.
- Ability to communicate ideas in both technical and user-friendly language; at times simultaneously
- Proven analytical and creative problem-solving abilities using service recovery and customer service skills
- Highly self-motivated and keen attention to detail
- Proven track record of strong customer service orientation
- Relies on extensive experience and judgment to plan and accomplish goals
- Performs a variety of task and may lead and direct the work of others
- Competently perform a wide degree of creativity and latitude and works independently and in a team setting; provide detailed reports and instruction to Supervisor/Manager upon completion/request
- Completion of and above-satisfactory scores on all job interviews, demonstrating to the satisfaction of the interviewees and TCRHCC that the applicant can perform the essential functions of the job
- Successful completion of and positive results from all background and reference checks, including positive employment references from authorized representatives of past and current employers demonstrating to the satisfaction of TCRHCC a record of satisfactory performance and that the applicant can perform the essential functions of the job
- Successful completion of fingerprint clearance requirements, physical examinations, and other screenings indicating that the applicant is qualified to be employed by TCRHCC and demonstrating to the satisfaction of TCRHCC that the applicant can perform the essential functions of the job
- Submission of all required employment-related documents, applications, resumes, references, and other required information free of false, misleading or incomplete information, as determined by TCRHCC.
MENTAL AND PHYSICAL EFFORT
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Physical:
The work involves prolonged periods of sitting in an office setting, operating a personal computer, as well as moving throughout the TCRHCC campus. The incumbent must have the ability to prolonged standing, walk, maintain balance, and reach. The work frequently requires frequent bending and twisting. There will occasionally be a need to drive, climb, kneel, and crouch. The work does require the ability to carry items such as presentation material, packets, and binders. The incumbent must be able to frequently lift, push, and pullup to 34lbs and occasionally over 100lbs. The incumbent must have the hand manipulation ability for simple/firm grasping, fine manipulation and use of keyboards. the , The incumbent must possess the prolonged use of sensory Requirements for hearing normal speech and telephone use. The worker must also be able to frequently use near vision and far vision. Occasionally there may be a need for color vision, depth perception, seeing fine details, and hearing overhead pages over a loudspeaker.
Mental:
Must be able to prioritize and use good judgment and coordinate a variety of issues while being frequently interrupted. Requires the ability to communicate effectively and act with tact and composure in stressful situations. Must have ability to continuously concentrate, handle high degree of flexibility, work alone, frequently cope with high levels of stress, make decisions under high pressure, cope with anger, fear, hostility of others in a calm way, manage altercations, demonstrate high degree of patience, adapt to shift work, and work in areas that are close and crowded. Must accept a flexible schedule to meet unit needs.
Environmental:
May occasionally be exposed to infectious diseases, chemical agents, dust, fumes, gases, extremes in temperatures or humidity, hazardous or moving equipment, unprotected heights, and loud noises.
Responsibilities:
ESSENTIAL FUNCTIONS
- Must be comfortable interacting with and assisting many levels of management both within the organization and the public. Demonstrates a pleasant, professional demeanor and image while greeting and addressing employees and visitors.
- Must be very detail oriented and able to take initiative to respond, interact and assist customers.
- Must act with a sense of urgency in meeting daily work duties and responsibilities.
- Answer multi-line phone calls, take accurate messages, and route calls and messages to appropriate staff member. Enter department requisitions, order, site reimbursement and/or invoices into the procurement system for timely compliant processing.
- Assist in handling and processing of payroll data entry, employment verifications, and management inquiries, with strong attention to detail and timeliness. Maintain accurate documentation for employee files, following standards for file maintenance and purging.
- Provide clerical support to the human resource department by maintaining meeting calendars, and appointments, typing correspondence, preparing travel arrangements, preparing files, and completing projects. The work schedule may be beyond the normal business hours.
- Provide support for New Hire Orientation process to ensure that employees are cleared to attend per the Joint Commission regulation, prepares New Hire Orientation packets, and prepares for new hire orientation as needed.
- Prepare Excel spreadsheets to track and maintain various human resource data such as adjudication and volunteer worker logs. Prepare reports and enters data through various informational software systems.
- Assist Talent Acquisition Analyst in screening of new applications, processing non-select letters, forwarding applications to department heads, contacting selected candidate for offer of employment, all while following NPEA law.
- Compile new hire paperwork including I-9, benefits booklet, payroll packet, drug test, health screening forms and other applicable documents. Prepare volunteer packets and assist by administering drug tests, issuing identification badges, processing fingerprinting, verifying and designating building (ID badge) access as directed by the Chief Human Resources Officer or designee.
- Prepare personnel action forms, offer letters and contracts (as applicable) for new hires, transfers and contractors.
- Create, distribute and review employee, contractor ID badge profiles in Service Now, Brivo system, payroll systems, benefit systems, Unique ID, and other related systems.
- Respond to customer services calls for the applicant tracking system, payroll/paystub system, fingerprinting process, hiring/onboarding process, and general public inquiries as related to the Human Resource department.
- Assist with personnel (Direct Hires, contractors, volunteers, and others) file maintenance per Joint Commission standards.
- Enroll new users in the timekeeping system and other employees as needed.
- Access, update and review the applicant tracking system daily. Complete follow-ups for applicant demographic information as needed.
- Ensure proper PPE is always worn while on duty including but not limited to, face mask, gloves, gown, isolation gown, NIOSH-approved N95 filtering face piece respirator or higher, if available), and eye or face shield.
- Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)
- Complete task training for all routine cleaning and decontamination processes for all surfaces contaminated by a communicable disease to ensure a high level of patient, visitor, employee, and external customer satisfaction.
- Perform other duties as assigned.