HR Clerk
HR Clerk
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Job Description
MAIN FUNCTION: Coordinates and maintains accurate records and files for hospital personnel and provides general clerical assistance to the department.
- Coordinates New Hire process
- Ensures proper completion of tax forms and I-9 forms etc.
- Takes employee photo; process badge.
- Requests background checks according to hospital policy. Reviews returns and informs Department Director of any unusual findings.
- Compiles new hire listing for hospital orientation ensuring that all employees have met the mandatory screening requirements. Provides follow-up to Department Directors as needed.
- Send information email to all new hires and enters and is present at orientation to welcome and coordinate new hires.
- Compiles monthly Orientation Evaluation responses within three (3) business days.
- Assists in reference checking on non-exempt positions.
- Enters new hires into UltiPro on orientation day.
- Maintains employee identification system ensuring accuracy in employee identification number and picture.
2. Screens and refers all incoming phone calls and department visitors to ensure that accurate and timely departmental communications are facilitated and that the department is presented in a positive manner
- Answers telephone within three (3) rings in a courteous manner identifying self and department at all times.
- Assists caller or department visitors in any way possible routing to appropriate personnel within department or hospital.
- Maintains complete and accurate telephone or visitor messages for departmental personnel assuring immediate routing of messages.
3. Responsible for the distribution monitoring and coordination of the employee performance appraisal program to ensure that employees receive performance appraisals in a timely fashion.
- Generates computer department list of employees eligible for performance evaluation and forwards to department director on a monthly basis.
- Generates computer department list of delinquent performance evaluations and forward to respective vice-president on a quarterly basis.
- Investigates problems with performance review dates and/or completion.
- Monitors return of probationary and annual reviews and enters into payroll/personnel Medi Tech system.
- Monitors turnover and compiles statistics on a monthly basis.
4. Maintains appropriate departmental records coordinates mail distribution and establishes departmental filing systems to ensure the expeditious retrieval of information so that department staff can accomplish their responsibilities.
- Files all correspondence policies PAFs forms and job descriptions an appropriate location in an orderly fashion within 5 working days of receipt.
- Receives incoming mail and routes to appropriate person within one hour after receipt of mail
- Coordinates all departmental out-going mail e.g. printing and distribution of Human Resources policies announcements and mass mailings to employees assuring timely delivery of all time-sensitive materials.
- Provides for and maintains the confidentiality of all records reports and files many of which relate to sensitive issues.
- Assists in the maintenance of database for the hospital flexible benefit program.
- Submits monthly expense reqs to Finance including the Edge ERS etc.
- Maintains and enters all PAFs during the appropriate pay period. Distributes copies to payroll and benefits as needed.
- Ensures all termination PAFs are entered before 5pm and appropriate paperwork is sent to terminated employee.
- Coordinates terminated employees to receive Exit Interview Questionnaires. Sends and receives responses.
Employment Type
Full-Time
