1+ months

HR Records Rep

Los Angeles, CA 90006
Job Posting: Job Description: Responsible for all personnel actions in Lawson and Kronos for all levels of staff in client departments. Follow medical center policies and procedures and approval authority levels for all personnel actions to include performance evaluations, equity, promotions, demotions, transfers, reclassifications, market adjustments, equity, union merit and longevity, and certification process. Collaborate with HR Line of Business (LOB) on unique issues that arise to successfully resolve issues or discrepancies. Work closely with Recruitment on new hires and transfer information; Benefits & Compensation on employee benefits status, Compensation approvals for market adjustments, equity, etc.; and HR Data Management on position set up/changes, history corrections and other related matters to maintain employee data integrity. Work closely with the Payroll Department on retroactive/lump sum payments to employees and termination processing. Respond to employee inquiries via phone and/or email and triaging inquiries as appropriate. Some interaction with third party administrators regarding benefits, COBRA, unemployment and other local/state/federal agencies. Champion for client departments in encouraging the use of electronic forms and act as a resource for questions on completing electronic forms for efficiency and accuracy. Build rapport and communicate with all levels of the organization to resolve discrepancies. Complete requests for verification of employment and provide follow up with requesting employee/agency if necessary. Maintain high accuracy of data entry and high skill level of computer applications (MS Office). Must be a team player with excellent customer service skills and reasoning ability. Must be adaptable to change and have the ability to learn new processes as they are developed and keep up with changing work flows and demands for more efficiency in processing. Job Responsibilities:

1. Works with Recruitment in processing all accession paperwork for newly hired health system employees. Ensures new employee signatures are on all legally mandated forms including confidentiality agreement, invention agreement; HIPPA compliance, drug and alcohol free workplace agreement, EEO survey, child and elder abuse reporting and federal and state tax forms.

2. Reviews all Post Employment Data sheets and attached requisitions for accuracy and completeness and assures rates are authorized and approved by appropriate VP, Recruiter, Director and/or Manager and are within health system policies and procedures. Consults with appropriate Managers/Directors or Recruiters to resolve discrepancies.

3. Process secondary hire action which includes entering Kronos badge number, profile, clock and other data elements. Process rehires and reinstatements via personnel action in the Lawson system.

4. Makes all necessary miscellaneous entries including education, certification, nursing licensure, EEO information, timecard generation, years of experience, union affiliation and other user fields or modules as required for competency tracking as well as correctly assigning review dates as applicable to the review screen.

5. Checks Kronos interface reports daily to make sure that all nightly interfaces from Lawson to Kronos are successful. Makes corrections to Kronos/Lawson as necessary.

6. Processes terminations routed through the HR LOB group. Makes sure information is complete, including attached Kronos time record, resignation letters, severance/separation agreements and any other necessary attachments. Verifies that HR LOB has indicated the correct termination reason and eligibility for rehire. Makes sure that any past due performance appraisal is accounted for and processed. Works with payroll to ensure that employee's check is accurate, or is corrected if needed. Submits termination reports to CAAHS.

7. Provides customer service via telephone to clients inclusive of employees, visitors, financial institutions, vendors, etc. If needed, triage calls to the appropriate department. Maintain confidentiality regarding information released over the phone.

8. Checks department voicemail messages and responds to messages in a timely manner.

9. Process personnel actions for assigned client departments. Ensures that personnel actions meet guidelines and are processed in a timely manner.

10. Processes Nursing certifications (1st and 2nd) and education (BNS/MSN) as an additional component of pay. Obtains approval before processing from the appropriate approving level (Director of Nursing Services). Follows compensation guidelines for certifications and education pay. Records certification/education on appropriate screens in Lawson.

11. Reviews ePAFs and all supporting documentation on all personnal actions for accuracy and completeness and assures rates are approved by appropriate VP, Recruiter, Comp Analyst, Director or Manager and are within health system policies and procedures. Consults with appropriate person to resolve discrepancies.

12. Processes changes on employees personal/demographic information including name, address, phone number, social security number, date of birth, etc.

13. Updates employee status (LOA and return from LOA) in collaboration with the Absence & Disability Management team and LOA administration vendor. Reviews Payroll reports in order to put employees in the appropriate LOA status and effectively manage PTO/ESL accruals. Coordinates with the Benefits department regarding employees on unpaid LOA for benefits continuation.

14. Ensures accuracy on all data elements such as effective dates, review dates, Kronos profiles, pay plans, shifts, FTE, status code, etc.

15. Follows up on all emails and voicemail messages in a timely manner to resolve pending issues so that paperwork is completed accurately and within appropriate time lines.

16. Processes all actions in pending mode and runs PA 100 in report and update mode to audit personnel actions processed.

17. Completes employment verification requests received via phone, fax, mail or email with accurate employment and salary information. Exhibits discretion when releasing personal and confidential information.

18. Participates in mass add-in team and works with HRIS to validate data on performance appraisals submitted. Works with the issues log to communicate discrepancies with managers to resolve issues as quickly as possible.

19. Assist with special department projects as needed. Provide coverage while team members are absent.

20. Other duties as assigned.

**Qualification Requirements/Preferences:**

Education Certifications/Licensure Experience Physical Abilities Required Qualifications:

Minimum completion of High School or equivalent (i.e., GED certificate).

Basic skills in MS Office including Word, Excel, PowerPoint, Outlook

Effective verbal and written communication skills

Effective listening and reading comprehension skills

Confident phone presence

Demonstrated ability to effectively manage multiple tasks

Demonstrated ability to grasp information quickly and ask effective questions when required

Effective problem solving and follow-through skills

Effective time management skills and detail oriented

Experience working with and contributing to a team

Excellent customer service skills

Adaptable to change

Preferred Qualifications:

Bachelors degree in a related discipline

1 to 5 years HR data entry experience


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HR Records Rep

Los Angeles, CA 90006

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Los Angeles, CA

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