Amy Gordon

· Maintains knowledge of compliance with federal, state, and local employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance.

· Maintains knowledge of trends, best practices, regulatory changes, immigrants legally eligible to work and qualified based on job requirements, and new technologies in human resources, talent management, and employment law.

· Oversees HR record management for all USS employees and human resource information systems, including managing payroll.

· Recruits job candidates, provides initial screenings, coordinates interviews, facilitate paperwork and onboarding.

· Performs tasks required to complete human resource programs including compensation, benefits, leave, performance and talent management, recognition, training, development, succession planning, and other personnel actions.

· Collaborate with Executive Assistant on HR related tasks.

· Conducts or acquires background checks and employee eligibility verifications.

· Leads new hire orientation and employee recognition programs.

· Handles employment-related inquiries from applicants, employees, and supervisors, referring complex matters as needed.

· Advise employees and supervisors regarding performance and disciplinary issues, conducts investigations and recommends action plans.

· Serve as an advocate for employees by ensuring awareness of employee needs and concerns.

· Provide ongoing communication to employees about rewards and benefits.

· Maintain confidentiality and professionalism in all aspects of the position.

· Participates on senior leadership team for strategic decision with agency colleagues and USS Board.

• Planning and employment of a workforce according to the manpower plan
• Writing of advertisement and promotional material for publication
• Interviewing, testing and hiring of hourly and salary associates
• Coordination with the Training Department for new hire orientation and training
• Processing and tracking of new hire information as required
• Coordination of benefits including all insurance coverage; medical, dental, disability, life, Cobra
• Submission of appropriate forms for short term and long-term disability
• Completion of forms and tracking for FMLA
• Tracking of all associate information in HRIS system
• Keep lines of communication open for all employees and assure information is relayed on a timely basis
• Complete manpower reporting as required
• Completion of organizational report on a monthly basis
• Tracking of associate evaluations for hourly associates not in the skill block system
• Assure correct filing of all associate information
• Assist in administrative duties such as greeting customers and answering phones
• Assist in the organization and facilitation of company functions
• Manage unemployment compensation claims, file appeals and attend hearings if necessary
• Assure timely thorough completion of forms for hiring and terminations
• Complete and track exit interviews
• Conduct quarterly analysis of turnover and make recommendations for improvements
• Organize and oversee regular audits of human resources practices and procedures including the HRIS system
• Ensures compliance with legal and corporate guidelines
• Assist in creation and updating of company policies
• Coordinates benefits, associate services and benefit liaison functions
• Communicate information to associates
• Performs similar or related duties as assigned

q Improvement Activities:

• Applies Deming principles and other root cause analysis tools when analyzing problems within the associates department and makes appropriate recommendations for improvements.
• May participate in Quality Circle improvement team when possible.
• Performs other related improvement functions as assigned

BENEFITS

Provide excellent customer service by establishing a rapport with employees and making every employee top priority.

Administer various employee benefit programs, including medical, dental, vision, life, disability, retirement among others.

Assist in determining benefit(s) design specifications to enhance competitiveness and cost effectiveness.

Monitors benefits legislation to ensure plan compliance with all laws and regulations; fulfill compliance and reporting requirements.

Serve as a liaison between employees and insurance brokers or carriers to ensure resolution and insight regarding complex issues and inquiries from employees and management.

Configures and manages online benefits enrollment system configuration ensuring accuracy through data testing and vendor management; ensures data integrity of benefit enrollments.

Process mass pay rate changes as well as other mass changes in the HRIS for all companies.

Regularly audit HRIS data for accuracy. These audits include information related to employee personal information, employee employment and pay data, benefit data, that may affect employee benefits, employee pay, violate company policy or affect state, federal, IRS and other required reporting.

Collaborates with Payroll Accountant to audit timecard data for accuracy and corporate policy compliance.

Responsible for trouble shooting and correcting errors made by HR, managers and time keepers in the HRIS, employee time, employee pay, and employee attendance.

Create reporting extracts and submits weekly employee enrollment and change files to vendors to ensure accurate and seamless administration of benefit plans.

Administer of 403(b) retirement savings account including enrollment, process and approve all 403b hardship withdrawals, submits bi-week payroll contributions. Complete PYE compliance testing for annual 5500/audit.

Audit monthly claims data from various carriers for accuracy and cost forecasting. Report high cost claims to CFO as needed.

Initiate paperwork as necessary to assist employees with filing life insurance claims, disability claims, survivor benefits, etc.

Reconciliation and cost distribution of monthly benefit billing statements.

Prepares and coordinates distribution of all benefit literature and required legal notices.

Acts as ACA subject matter expert. Tracks ACA eligibility and notifies campus HR of ACA benefits eligible employee.

Processes all employee and IRS ACA filings required by law directly with the IRS to ensure OMH remains complaint with ACA requirements and laws.

Manages unemployment claims for all entities with TPA. Analyze individual case information for unemployment claims filed by reviewing data gathered from entity HR and management to respond within the timeframe allowed by the state.

Works with TPA to prepare for hearings on unemployment claims that have been appealed by OMH. Represents all entities of OMH in state unemployment hearings.

Monitors and reviews unemployment benefits payments for accuracy.

Manages workers compensation program for all entities with TPA. Provides authorization to TPA to accept or deny workers compensation claims.

Works directly with legal counsel to prepare workers compensation cases for hearing. Represents all entities of OMH in all workers compensation hearings.

Work with injured employees, his/her physicians, and supervisors to facilitate employees' return to work.

Assist employees in navigating through the workers compensation program and address any questions or concerns they may have.

Oversees all leave plans for all entities, FMLA, Pregnancy Discrimination Act, and Americans with Disabilities (ADA) processes and administration by working with campus HR and TPA to ensure employees receive correct paperwork to meet federal and state employment laws.

Approves and/or denies ADA leave cases based on relevant medical information received as well as campus needs.

Work with campus HR, managers and timekeepers to make sure leave processes, dates and coding are being followed per corporate policies.

Monitors leaves of absence for OMH and OMHF employees. Maintains FMLA documentation, including balances available. Provides proper notifications to employees to meet legal guidelines.

Participates in the preparation of materials for annual external audits: year end audit, interim audit and 403b audit.

Completes annual EEO-1 reporting.

Oversee COBRA administration via vendor.

Enters and maintains employee records in HRIS including new hires, compensation changes, termination and personal information for OMH and OMHF.

Prepares and approves pre-employment and background invoices and submits to AP for payment.

Provides back-up for other human resources department staff for HRIS and other

administrative responsibilities.

Work closely with Regional Director of Risk Management on worker’s compensation claims.

HRIS

Administers Company’s HRIS serving as the primary point of contact; coordinates and oversees HR IT initiatives and projects, working with HR, and other business partners, ensures compliance with company need, company policies and guidelines as well as federal and state laws.

Leads aspects of system implementation and upgrades, including configuration, support/enhancement packs software training, data integration processes and testing systems before and after implementation, upgrades and updates.

Completes system mantainance by working with UKG to apply all system patches and updates necessary.

Act as subject-matter-expert on current HRIS system, answering questions, solving problems, and supporting HR, management, timekeepers and employees.

Assist HR, managers, timekeepers and employees in understanding HR system operating procedures and processes. Develop training programs and resources for system users. Complete one on one training with HR, Management and timekeepers

Maintain internal database files and tables and develop custom queries and reports to meet the requirements of management and staff.

Provides on-going reporting for HR, Finance, management, timekeepers, etc. Evaluates and fulfills needed requests; ensures security, protection and sensitivity of HR data.

Provides timely communication of critical events that need to be considered and/or addressed by Management