Human Resources Specialist - Full Time

JOB DESCRIPTON

JOB OVERVIEW:

The Human Resources Specialist is a key member of the Human Resources team responsible for providing knowledgeable, strategic, and responsive HR support to employees and leaders throughout the Thornapple Manor campus. This position specializes in leave administration, employment law and regulatory compliance, workers’ compensation, employee development and recognition, performance management systems, HRIS administration, and HR data analysis.

The Human Resources Specialist serves as a trusted resource to employees and department leaders, providing guidance on HR policies, employment practices, compliance requirements, and employee-related matters. This position requires strong judgment, discretion, attention to detail, and the ability to interpret complex information and translate it into practical solutions.

The successful candidate will be highly organized, proactive, and comfortable working independently while collaborating closely with the Human Resources team and departments. This position plays an important role in maintaining compliant HR practices, supporting employee engagement and development, and using HR data and technology to improve organizational effectiveness.

MAJOR DUTIES AND RESPONSIBILITIES:

Leave Administration & Compliance

• Administer employee leave programs, including FMLA, ADA-related leave and accommodations, short-term and long-term disability, military leave, and other applicable federal, state, and organizational leave programs.
• Maintain accurate and timely leave records, documentation, communications, and required notices.
• Monitor employee leave status and coordinate with employees, leaders, benefit providers, and other applicable parties.
• Interpret and apply federal and state employment laws, regulations, and organizational policies.
• Assist with maintaining HR policies and procedures to ensure compliance with applicable employment laws and regulations.
• Research emerging employment law and regulatory changes and communicate relevant updates to leadership.

Workers’ Compensation & Employee Safety

• Coordinate workers’ compensation claims from initial report through resolution in partnership with employees, managers, medical providers, insurance representatives, and other applicable parties.
• Ensure required workers’ compensation documentation and reporting is completed accurately and timely.
• Monitor claims, restrictions, return-to-work processes, and related documentation.
• Assist with identifying trends and opportunities to reduce workplace injuries and improve employee safety.
• Support compliance with applicable workplace safety and employment regulations.

Employee Relations & Performance Management

• Serve as a resource to employees and managers regarding HR policies, workplace concerns, performance issues, and employee relations matters.
• Provide guidance to leaders regarding performance management, corrective action, attendance, workplace conduct, and policy application.
• Administer and support the organization's employee evaluation and performance management system.
• Monitor evaluation completion and assist leaders with effective goal setting, feedback, documentation, and performance development.
• Maintain appropriate confidentiality and documentation related to employee relations matters.

Training and Employee Development

• Coordinate employee training programs, including required compliance and regulatory training.
• Monitor training completion and maintain accurate training records.
• Assist with identifying training and development needs and recommend opportunities to strengthen employee skills and organizational effectiveness.
• Support leadership development and other organizational development initiatives.
• Assist with new employee orientation and other employee education initiatives as needed.

Employee Recognition & Engagement

• Coordinate employee recognition programs and initiatives designed to promote employee engagement, appreciation, and retention.
• Assist with planning and implementation of employee events, recognition activities, and organizational engagement initiatives.
• Identify opportunities to strengthen employee experience and workplace culture.

HRIS & Data Management

• Serve as a knowledgeable resource for HRIS systems and related HR technology.
• Maintain accurate employee information and HR records within applicable systems.
• Utilize HRIS systems to manage, retrieve, analyze, and report employee data.
• Identify opportunities to improve HR processes through effective use of technology and automation.
• Prepare HR reports, spreadsheets, and data analysis to support operational and strategic decision-making.
• Maintain a high level of accuracy and confidentiality when handling sensitive employee information.

Recruitment & Staffing Support

• Provide support for recruitment and staffing activities in collaboration with department leaders and the Human Resources team.
• Assist with job postings, applicant tracking, interview scheduling, candidate communication, and pre-employment requirements as needed.
• Coordinate and monitor pre-employment screenings, background checks, required documentation, and onboarding processes.
• Ensure recruitment and onboarding practices align with organizational policies and applicable employment laws and regulations.
• Maintain accurate recruitment records and utilize HRIS or applicant tracking systems to support staffing processes.
• Assist with identifying opportunities to improve the candidate experience and streamline recruitment and onboarding procedures.

Payroll Administration & Support

• Support payroll processing by reviewing employee data, timekeeping records, pay changes, leave information, and other payroll-related documentation for accuracy.
• Coordinate with payroll and department leaders to research and resolve discrepancies involving employee pay, timekeeping, leave, and attendance.
• Maintain accurate employee records related to compensation changes, deductions, job status, and other payroll-related transactions.
• Ensure employee status changes, new hires, terminations, and other applicable HR transactions are processed accurately and timely.
• Assist with payroll audits, reconciliations, reporting, and compliance with applicable wage and hour laws and organizational policies.
• Maintain confidentiality and accuracy when handling payroll and compensation information.
• Identify opportunities to improve payroll-related workflows, data accuracy, and coordination between Human Resources, payroll, and department leadership.

Administrative & Strategic HR Support

• Assist with HR projects, initiatives, audits, and organizational priorities.
• Analyze HR processes and recommend improvements that increase efficiency, compliance, and employee service.
• Assist with audits and regulatory requests involving employee records, benefits, leave, training, and other HR functions.
• Maintain current knowledge of employment practices, HR trends, healthcare workforce issues, and applicable regulations.
• Provide backup support for other HR functions as needed.
• Perform other duties as assigned.

Personnel Functions:

• Assist in the orientation of newly assigned personnel as directed.
• Interpret department policies and procedures to personnel, residents, visitors etc., as directed.
• Develop and maintain a good working rapport with inter-departmental personnel, as well as other departments within the facility.
• Create and maintain an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment throughout the unit and shift.

• Attend and participate in annual OSHA and CDC in-service training programs for hazard communication, TB management, and blood borne pathogen standards.
• Attend and participate in in-service training programs for the staff and community.
• Attend and participate in continuing educational programs designed to keep you abreast of changes in your profession.

Safety and Sanitation:

• Follow established safety regulations in the use of equipment and supplies.
• Participate in appropriate in-service training programs prior to performing tasks that involve potential expose to blood/body fluids.
• Assist in maintaining work areas in a clean and sanitary manner.
• Participate in all fire safety and disaster preparedness drills in a safe and professional manner.
• Participate in the implementation, and maintenance of the infection control program for monitoring communicable and/or infectious diseases, including TB, among the residents and personnel.
• Follow established infection control procedures when isolation precautions become necessary.
• Follow established procedures in the use and disposal of personal protective equipment.
• Report hazardous conditions or equipment to the Supervisor.
• Follow establish hand-washing techniques.

Equipment and Safety Functions:

• Inform the Supervisor of your equipment and supply needs.
• Follow established preventable maintenance procedures for maintaining your equipment and supplies in a safe and operable manner.

Resident Rights:

• Maintain the confidentiality of all resident care information.
• Treat all residents fairly, and with kindness, dignity, and respect.
• Knock before entering the resident’s room.
• Review complaints and grievances made by the resident and make a written/oral report to the Nursing Supervisor/Charge Nurse.  Follow the facility’s established procedures.
• Report all allegations of resident abuse and/or misappropriation of resident property.

SKILLS, EXPERIENCE, AND EDUCATION REQUIRED:

• Must possess a bachelor’s degree in human resources, business administration, organizational development, or a related field.
• Three to five years of progressive Human Resource experience
• Human Resources experience within a healthcare, long-term care, or similarly regulated environment, preferred
• PHR, SHRM-CP, or SHRM-SCP certification, preferred
• Strong working knowledge of federal and state employment laws and regulations.
• Demonstrated experience with leave administration, employee relations, workers’ compensation, and/or compliance-related HR functions.
• Experience administering or supporting employee performance evaluation systems.
• Experience working with HRIS systems and the ability to learn and effectively utilize new HR technology.
• Advanced proficiency in Microsoft Office, particularly Microsoft Excel.

SPECIFIC REQUIREMENTS:

• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the public.
• Must possess leadership ability and willingness to work harmoniously with all levels of management and workforce.
• Must possess a positive attitude that cultivates the health and well-being of all.
• Must be open to collaboration with various departments and personnel. Take accountability of duties assigned.
• Ensure all communication and actions are done in a respectful manner toward residents, visitors and fellow coworkers.
• Must have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle residents based on whatever maturity level at which they are currently functioning.
• Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing activity services.
• Must be able to relay information concerning a resident’s condition.
• Must not pose a direct threat to the health or safety of other individuals in the workplace.
• Must be able to read, write, speak and understand the English language.

PHYSICAL AND SENSORY REQUIREMENTS:

(With or Without the Aid of Mechanical Devices)

• Must be able to move intermittently throughout the workday.
• Must be able to cope with the mental and emotional stress of the position.
• Must be able to see and hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of the position can be fully met.
• Must function independently, and have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.
• Must be in good general health and demonstrate emotional stability.
• Must be able to relate to and work with the ill, disabled, elderly, emotionally upset, and, at times, hostile people within the facility.
• Must be able to lift, push, pull, and move a minimum of 50 pounds.
• Must be able to assist in the evacuation of residents during emergency situations.

WORKING CONDITIONS:

• Works in office area(s) as well as throughout the nursing service area (i.e. nurses’ stations, resident rooms, etc.)
• Moves intermittently during working hours.
• Is subject to frequent interruptions.
• Is involved with residents, personnel, visitors, government agencies/personnel, etc., under all conditions and circumstances.
• Is subject to hostile and emotionally upset residents, family members, personnel, and visitors.
• Works beyond normal working hours and on weekends and holidays when necessary.
• Is subject to call-back during emergency conditions (i.e. severe weather. Evacuation, post disaster, etc.)
• Attends and participates in continuing educational programs.
• Is subject to injury from falls, burns from equipment, odors, etc., throughout the work day, as well as to reactions from dust, disinfectants, tobacco smoke, and other air contaminants.
• Is subject to exposure to infectious waster, diseases, conditions, etc., including TB and the AIDS and Hepatitis B virus.
• May be subject to the handling of and exposure to hazardous chemicals.

DELEGATION OF AUTHORITY:

As Human Resource Specialist you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

OTHER DUTIES:

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them for the position if the work is similar, related, or is an essential function of the position. Duties, responsibilities and activities may change at any time with or without notice.