Human Resources Clerk/Business Office Manager

Accepts responsibility for/or assisting/assist in planning, organizing, directing, communication and evaluating staff development to include orientation, benefits, wages, etc. Works harmoniously with all facility and community disciplines to upgrade staff knowledge and performance. Promptly and appropriately acts as liaison between employee and consultant manager and regularly submits necessary personnel information to the consultant manager’s Human Resources Department. Ensures maintenance of organized, efficient office routine. Promotes positive public and facility relations. Expediently processes phone calls and inquiries from visitors, Residents’ family & friends, co-workers, and Residents.

Principal Duties and Responsibilities

•  Assure Resident safety at all times.
•  Willing to address each Resident by his/her preferred name as well as learn and abide by Residents’ Rights, rules and regulations.
•  Commitment to work well with other staff avoiding petty conflicts that disrupt a productive work environment. Does not participate in office gossip and rumors.
•  Responsible for payroll and time clock processing.
•  Maintains an effective orientation program immediately upon hire to complete all necessary employee paperwork to include, but not limited to, completion of all payroll forms, policy acknowledgments, immigration and tax forms, all insurance and benefits related forms.
•  Works with professionals and general public tactfully.
•  Maintain confidentiality of all activities, persons, and records.
•  Responsible for obtaining licensed certification, completing criminal record background and nurse aide registry checks.
•  Willing to comply with company policy and willing to encourage the compliance of others with company policy.
•  Sets up and maintains comprehensive individual personnel and medical files for all facility staff in accordance with all local, state and federal and company regulation and policies.
•  Responsible for reviewing order, issuing and documentation of nametag and uniforms.
•  Maintains an adequate inventory of employee packets. Responsible for updating inventoried packets when revisions occur.
•  Maintains Workers’ Compensation injury packets for supervisors to complete and send pertinent injury documents with employee to medical professional.
•  Maintains weekly Employee Accident/Incident Summary Report.
•  Files First Report of Injury with state.
•  Notifies insurance company of employee injury, sends appropriate documentation including: return-to-work, job description and restrictions for light duty form along with employee to Workers’ Compensation clinician or medical doctor for initial injury.
•  Willing to remain alert to health safety standards by reporting expediently suspected unsafe conditions to his/her supervisor and responding according to policies and procedures during fire/disaster drills and emergencies.
•  Maintains Workers’ Compensation Claim file with medical documentation and billing information.
•  Forwards Workers’ Compensation Claims to insurance company to be paid.
•  Maintains OSHA Sharps injury log along with the manufacturer and model number of sharps used.
•  Posts OSHA 300 Log from February through April each year.
•  Reports to OSHA any catastrophic injuries or illness that result in a death of an employee or hospitalization of three (3) or more employees within 24 hours of accident.
•  Maintains employee benefits policies to include, but not limited to, perfect attendance, insurance, uniforms, benefit hours earned, etc., and reconciles same to payroll deductions as required and notifies any noncompliance to the consultant manager’s Human Resources Department.
•  Regular attendance, interaction with employees, and provide important and valuable service for the facility’s Residents is an integral requirement for this position to accomplish the work. In order to accomplish this, it is imperative for the person filling this position to be present and accessible to staff, Residents and Residents’ family members during normal business hours, and as needed for emergencies, unless a business related matter require the employee to be off the premises.
•  Responsible for issuing, documentation and reconciliation of the employee meal ticket program and collecting necessary deductions.
•  Resident preferences are followed when providing care and service.
•  Maintain Resident privacy, values and right for decision making.
•  Immediately notify supervisor and Executive Director for any injury, illness, or if develop a condition, that might impact the aptitude to perform job functions.

Ancillary Duties and Responsibilities

•  Perform duties in compliance with established policies and procedures.
•  Note changes in Resident’s condition and report immediately to charge nurse or Director of Nursing.
•  Receive facility guests and acts as liaison for Executive Director of facility.
•  Responsible for answering the telephone jointly with the Office Manager and Medical Records. The three positions must communicate with each other to ensure the telephone is covered and answered promptly within three (3) rings using appropriate telephone etiquette. Screens all calls in accordance with facility policy and security and reports any unusual activity or possible abuse calls to the Executive Director.
•  Maintains an adequate inventory of uniforms for new hires. Responsible for ordering, issuing, documentation and reconciliation of the uniform program.
•  Cross-train with the Office Manger so that in the event of an emergency, the primary duties of the Office Manger could satisfactorily be performed by the Human Resources Clerk, upon Office Manager discretion.
•  Distributes payroll checks if requested by Executive Director.
•  Responsible for assuring employee’s complete exit interview forms, canceling telephone code, collecting keys, and any payables due to company from last payroll check.
•  Reports in monthly safety meetings the previous months’ injuries being sure to maintain HIPAA compliance.
•  Track evaluation processes and notifies department managers of such.
•  Willing to attend in-service training or seminars as related to job.
•  Willingness to establish annual objectives by achieving at least two (2) objectives related to job in a twelve-month period and setting personal goals for self-fulfillment.
•  Willingness to remain open to constructive feedback by receiving constructive criticisms/comments in a positive manner.
•  Ensures that facility telephone, postage and fax logs are properly maintained and submitted to Office Manager.
•  Responsible for maintaining labor law posting requirements and updates as required by state law. Assures all posters are posted in locked bulletin board.
•  Accepts additional tasks/specific projects as assigned by Executive Director or consultant manager.

Resident Rights

•  Maintain the confidentiality of all Resident care information including protected health information. Report known or suspected incidents of unauthorized disclosure of such information.

 Ensure that the Resident’s rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are well established and maintained at all times.

 Review Resident complaints and grievances and make written reports of action taken. Discuss such actions with Resident and family as appropriate.

Safety and Sanitation

•  Ensure that you and all facility personnel, Residents, visitors, etc., follow established safety regulations, to include fire protection/prevention, smoking regulations, infection control, etc.
•  Ensure that the building and grounds are maintained in a clean, safe, and sanitary manner as well as in good working order by reporting all concerns to the Executive Director.
•  Review accident/incident reports (e.g., falls, injuries of an unknown source, abuse, etc.). Monitor to determine the effectiveness of the facility’s risk management program.
•  Ensure that you and all facility personnel follow established regulations governing the use of labels and SDSs for hazardous chemicals.
•  Ensure that facility procedure manuals identify safety precautions and equipment to use when performing tasks that could cause bodily injury or exposure to a hazardous chemical or infectious waste.
•  Ensure that you and all facility personnel follow established ergonomics policies and procedures to prevent self-injury.
•  Ensure that you and all facility personnel performing tasks that involve potential exposure to blood, body fluids, or hazardous chemicals are appropriately trained prior to performing such tasks.
•  Assist the Maintenance Director in developing and implementing waste disposal policies and procedures.