HR Coordinator/ Administrative Assistant at Volunteers of America - National Services

Posted in Other 5 days ago.

Location: Florence, Kentucky

Job Description:

Senior Community Care of Northern Kentucky is looking for a Human Resources Administrative Assistant to join our NEW TEAM! If you have a passion for service, affinity for caring for the senior community and have administrative experience this position is for you!

Job Highlights:

403(b) Retirement Plan;
Career scholarships;
Quality training, continuing career education and leadership programs;
Medical, Dental and Vision Insurance
Paid Time Off (Vacation, Holiday & Sick Days)

Position Details:

Salary: $27-$30 based on experience
Schedule: M-F days, occasional weekends

OBJECTIVE: The Human Resource Administrative Assistant (HRAA) is responsible for providing clerical and personnel functions
of the facility as outlined in the Human Resource Reference Manual. With consultation from Human
Resources Manager, the HRAA provides oversight for compliance with applicable state and federal labor

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/
or ability required. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential functions.


1. High School diploma/GED required.
2. Minimum two (2) years' Human Resources and/or administrative experience, preferably in a health
care environment.
3. Knowledge of personnel/employee relations to include payroll, benefits, wage and salary
administration, recruitment and selection, unemployment compensation, worker's compensation, EEO
and affirmative action.
4. Working knowledge of basic administrative, clerical, accounting and computer functions. Proficiency
in Microsoft Word, Excel, PowerPoint, e-mail and Internet.
5. Proven ability to manage multiple projects to a deadline.
6. Well-developed oral and written communication, facilitation and presentation skills. Ability to maintain
confidentiality and to coach and counsel staff effectively.
7. Strong interpersonal skills; consumer focused.
8. Attentive to detail.
9. Flexible.
10. Strong organizational skills.
11. Resourceful.

12. High degree of professionalism; able to deal with extremely confidential information. Ability to
maintain the highest level of confidentiality in performing all aspects of position.
13. Works well independently and with minimal supervision.
14. Ability to read and comprehend instructions, correspondence and memos. Ability to prepare written
15. Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common
fractions and decimals.
16. Ability to apply common sense understanding to carry out detailed but uninvolved written or oral
17. Ability to utilize computers and other electronic devices for tasks such as timekeeping, in-servicing and


  • Oversee the maintenance of the employee personnel files and ensure compliance with State mandated

  • Enroll new employees in benefits plans and provide benefits orientation; coordinate with
    staffing and payroll to ensure accurate paychecks and benefit deductions; process status changes.

  • Complete monthly audits of personnel file compliance, performance evaluations, I-9's and background
    checks. Update HRIS to ensure tracking is in place.

  • Maintain data files and documentation of Human Resources materials including: policies and
    procedures, standard manuals, employee handbooks, job descriptions, new employee packages, benefit
    plan documents and automated training files. Distribute as directed.

  • Respond to employee human resource/benefits questions and maintain documentation of issues and
    resolution; refer issues to corporate office as necessary.

  • Provide clerical support for the entire facility, as directed, including typing, filing, and distributing
    correspondence, ensuring outgoing mail is ready for pick-up, sorting and distributing mail and
    maintaining inventory supply and replenishing as needed: provide notary services for participants.

  • Maintain and distribute phone lists and addresses accordingly.

  • File and organize various Human Resources materials and documentation.

  • Coordinate the annual election benefits process, as directed by the Regional HR Manager.

  • Ensure compliance with standard policies and procedures.

  • Oversee the Workers' Compensation practices. Ensure that all injuries are reported in a timely fashion
    and that each claim is thoroughly investigated by the Supervisor and all information is entered into the
    HRIS. Work with the injured employee, the Supervisor and Workers' Comp. representative to ensure
    there is no lost time, if possible, and create a work hardening program. Complete and submit weekly
    Workers' Compensation Report to Regional HR Manager.

  • Provides new employees with general orientation and instructions on handbook interpretation.

  • Establishes personnel records for new employees; maintains a system for keeping all personnel files
    current and assures confidentiality of records.

  • Provides consultation and oversight of compliance to policies in the Human Resources Reference

  • Manual to assure consistent interpretation of personnel policies across departments.

  • Performance review system

  • Benefits administration

  • Reviews employee incident reports and initiates first report of injury, where appropriate;

  • Follows up on active claims with both the employee and the insurance carrier;

  • Monitors loss run reports;

  • Assists in establishing return to work programs;

  • Participates in the Safety Committee program;

  • Maintains an understanding of effective ergonomics and makes recommendations for training and
    equipment needs.

  • Conducts exit interviews and assures appropriate documentation is completed upon termination.

  • Provides consultation to facility on an ongoing basis.

  • Sets up and reviews personnel systems;

  • Serves as a resource for facility's Executive Director and staff.

  • Serves as a resource to employees seeking assistance programs.

  • Perform other duties as assigned by the Regional HR Manager.

In our 2024 Great Place to Work survey, employees said their work has a special meaning: this is not "just a job".

At VOANS, we celebrate sharing, encouraging and embracing diversity. Equal employment opportunities are available to all without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, parental status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. We believe that blending individual strengths and unique personal differences nurtures and supports our organizations' shared commitment to our mission and creates an inclusive and diverse environment where everyone feels valued and has the opportunity to do their personal best.

Create happiness for those who need it. Join us today!
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