HR Coordinator

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintains a high standard of confidentiality of all protected health information (PHI) and complies with HIPAA and DHS-DDS confidentiality requirements.
• Maintains professional and courteous conduct in supporting all Departments within CSCSO.
• Demonstrates the ability and willingness to adapt to change and be flexible with duties and daily tasks.
• Organizes, maintains, and performs employee document filing into paper files on a weekly basis, or more frequently, if needed.
• Participates in audits of personnel files to assure compliance with local, state, and federal laws and with established agency policy and procedure.
• Reports any concerns found directly to the Human Resource Director.
• Cross trains with other members of the department to ensure all job functions have at least two people capable of completing all functions.
• Input employee information, status changes, and general data into the HR Database daily.
• Receives and processes all re-hire request forms.
• Review and process New Hire paperwork and benefit paperwork for accuracy.
• Obtains any corrections or clarifications needed from employees.
• New Hire data input for all company locations.
• Cook up and manage all onboarding activities, ensuring completion of new hire paperwork, I-9/E-Verify processing, background checks, and compliance with organizational and legal requirements.
• Create and file new employee files and provide prevalent documentation to SR. HR Generalist for benefits processes.
• Generate a weekly and monthly Training report for all active employees.
• Analyze data to communicate and schedule monthly training for all active employees.
• Oversee employee training programs by coordinating, scheduling sessions, maintaining the training calendar, generating reports, and monitoring compliance with required training and certifications for New Hires, Supervisors and Annual refreshers for all active employees.
• Communicate with specific instructors as needed.
• Manage the online training setup for new employees and the completion of online training for all New Hires.
• Monitor and track online training compliance for all employees.
• Ensure compliance with the data input into personnel records for all training.
• Remain compliant with all training requirements needed per DDS and State standards/statutes.
• Communicate with field staff weekly on the required training and class schedules as needed.
• Conduct onboarding for new hires, including contacting Tulsa-based candidates to schedule and coordinate their first-day onboarding activities.
• Provides employees with information and instructions for obtaining the Hepatitis B vaccination upon request.
• Conduct, as needed in accordance with DDS and State requirements, mandatory annual re-checks for active employees on a monthly schedule based on their hire month. These re-checks include background checks, motor vehicle record checks, and verification of ongoing automobile insurance compliance.
• Aid with facilitating the Annual Open Enrollment process at all offices.
• Verify and reconcile open enrollment elections with vendor invoices.
• Partner with Office Support Professionals at all locations to ensure onboarding compliance with the new hire process.
• Provide feedback and training compliance support to all locations.
• Answer questions from employees relating to HR matters.
• Participate in safety team meetings as needed.
• Answers telephone calls for the department and/or as a fill-in for front desk personnel.
• Assist and cooperate with coworkers to meet departmental deadlines.
• Demonstrates an awareness of needs and initiate solutions before being asked.
• Prioritizes daily, weekly, and monthly responsibilities to ensure all deadlines are met.
• Assists HR team with various projects and oversight as needed.
• Demonstrates an overall proficient knowledge of HR legal compliance.

Qualifications

High school diploma or equivalent. Bachelor's degree in Human Resources, Business Administration, or related field preferred. Minimum of 2 years of relevant experience in human resources, preferably in a government or public sector setting. Proficiency in Microsoft Office Suite, particularly Excel and Outlook. Strong organizational skills and attention to detail. Excellent communication and interpersonal skills. Ability to work independently and as part of a team. Knowledge of state and federal employment laws and regulations. Experience with HRIS systems and databases. Ability to handle confidential information with discretion. Valid driver’s license and access to a reliable vehicle.