Human Resource Administrative Specialist

*POSITION SUMMARY* The employee in this position is responsible for assisting the Chief Executive Officer and the Chief Financial Officer in the organizational maintenance of Human Resources (HR).
Under the supervision of the Chief Financial Officer, the HR Administrative Specialist serves in various capacities to support effective and efficient operations of the organization's human resource department including hiring processes, benefit maintenance, payroll, credentialing & recredentialing, and privileging processes.
This is highly specialized diverse administrative work.
The employee in this position assists the Chief Executive Officer, Chief Financial Officer, and the Chief Operations Officer in the administration and delivery of related programs and services including as a designated purchasing agent.
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This Position also serves as HIPAA Privacy Officer and works closely with management in development of policies related to PHI, maintaining documentations to be compliant with HIPAA requirements, and administering investigations of complaints related to PHI.
This employee in this position works under and supports the *Credentialing Coordinator* (Revenue Manager) which is responsible for the credentialing and privileging process for insurance and of clinicians; including students.
The employee in this position is responsible for and held accountable for sensitive organizational management information confidentiality.
An employee in this class is responsible as liaison between management and service assignments, which includes contact with the public, officials, staff and top-level management.
*EXAMPLES OF WORK (ESSENTIAL FUNCTIONS)* n Supports the Senior Management Team, including providing clerical support; n Conducts payroll functions including processing, answering employee questions, fixing processing errors, and distributing checks; n Maintains accurate and up-to-date human resource files, records, and documentation; n Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc; refers more complex questions to appropriate senior-level HR staff or management; n Maintains the integrity and confidentiality of human resource files and records; n Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately; n Specifically serves as the designated agency HIPAA Privacy Officer; n Supports HIPAA compliance, recommends related security policy and procedure improvements; assures practice and operations meet established policy; n Assists the Credentialing Coordinator to acquire and maintain credentialing and privileging program and records; n Acts as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers; n Assists with new hire processes; n Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations; n Maintains employee records as assigned; n Assures that all administrative standing orders and policies are kept current; n Assures all office equipment is maintained in a safe and functioning manner; n As a designated purchasing agent, assures adequate office supplies are all on hand for delivery of agency services; n Assists in preparation of agency and program specific reports including, but not limited to annual UDS reports to HRSA and other reports required by the board of directors, State and federal funding and regulatory agencies; specifically assists the Chief Executive Officer; n Participates in educational activities by attending conferences, meetings and workshops to keep informed of related FQHC programs and procedures with the approval of the Chief Executive Officer; when appropriate; n Provides up-dated information received at meetings and workshops to all applicable staff (not attending) as soon as possible; n Performs other duties as assigned.
*POSITION REQUIREMENTS* EXPERIENCE: Previous appropriate experience is a factor in the selection of the HR Administrative Specialist.
Employee is expected to have acquired the necessary information and skills to perform the job satisfactorily after probationary period.
EDUCATION: A bachelor’s degree is required.
A human resource bachelor’s degree is preferred.
Must complete continuing education requirements.
SKILLS: Thorough knowledge of HR operations and procedures.
Good management skills including excellent oral, written and interpersonal communication skills.
Has the ability to add, subtract, multiply, divide, and calculate figures.
Has the ability to research and analyze.
Has the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to manage emotions and anxiety.
Ability to operate all clerical equipment and software used in performing administrative services.
PROBLEM SOLVING: Problem solving is a factor in this position.
Problems include office management, data reporting and program compliance.
DECISION MAKING: Decision making is a factor in this position.
Decisions include to determine program policies and procedures for maintenance of program requirements and documentation.
ACCOUNTABILITY: Responsible to assess office supply and equipment needs and bring them to the attention of the Chief Executive Officer and/or Chief Financial Officer.
Employee assists the Chief Financial Officer in purchasing and billing.
Employee is responsible for reading, knowing and following policies, procedures and protocols for the FQHC Program and guidelines in manuals dealing with specific programs as assigned.
Private Health Information: Protected Health Information or PHI means any information (including demographic information collected from an individual), whether oral or recorded in any form or medium.
This position requires regular access to protected health information.
The Administrative Specialist position requires access to PHI that is necessary to carry out vital job functions as outlined in this description.
The Administrative Specialist is obligated to divulge the minimum necessary PHI to carry out essential functions of the position.
This position requires the employee to sign a confidentiality agreement as all programs under the Community Health Center in Cowley County, Inc.
are required to be HIPAA compliant.
PERSONAL RELATIONS: Continual contact with other staff, agencies, and the general public.
Must be able to establish and maintain effective working relationships within the community and fellow employees.
WORKING CONDITIONS: Adverse weather, infectious wastes and possible exposure to communicable diseases are factors in this position.
Physical effort is required.
The employee in this position must be able to meet deadlines under excess pressure.
PHYSICAL ABILITY: While performing the duties of this job, the employee is regularly required to sit, stand, walk, stoop, kneel, or crouch.
The employee frequently is required to reach with hands and arms; use hands to handle or feel; and talk or hear.
Ability to walk, bend, stoop, reach, and lift fifty (50) pounds is required.
Ability to express or exchange thoughts and ideas by means of written and verbal communication is required.
Conveying and receiving detailed important verbal instruction to and from other workers and the general public is necessary.
Ability to operate personal automobile, due to services being provided at various sites in the county, as well as, the need to attend job-related in-services and workshops held throughout the state.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
OTHER REQUIREMENTS: Valid Kansas Drivers License, use of personal automobile and certificate of liability insurance from automobile insurer.
Job Type: Full-time Pay: $47,135.
00 - $61,620.
00 per year Benefits: * Dental insurance * Flexible schedule * Health insurance * Life insurance * Paid time off * Parental leave * Professional development assistance * Retirement plan * Vision insurance Schedule: * 8 hour shift * Monday to Friday Work Location: In person