HR Records Administrator

Requisition # : req15278

Location: Grand Rapids, MI

Hours: Full-time (40 hours/week)

At Bethany Christian Services, we believe families provide the strongest foundation for care and connection. That's why we focus on strengthening and empowering families, always advocating for family-centered solutions to keep children safe. Our work began in 1944 with the care of a single child. Today, inspired by our faith, our aim is to demonstrate the love and compassion of Jesus in our services for children, youth, and families. Working at Bethany means joining a team of nearly 2,000 dedicated professionals with diverse skills, serving communities across the country. Together, we’re united in our mission and these shared values: we’re motivated by our faith, we support one another, we champion justice, we pursue excellence, and we’re in it for the long haul.

As the HR Records Administrator, you will be primarily responsible for ensuring compliance accurate processing of new hire paperwork, and maintaining all employee records in accordance with federal, state, and/or local laws as well as funder contractual requirements. This individual will also provide support to other Human Resources processes, projects, and programs. This role serves as a collaborative team player to the members of the HR team. The HR Records Administrator is also responsible for supporting the onboarding process within the department, while ensuring a smooth and seamless onboarding experience for each new hire or rehire within Bethany.

This position is expected to function effectively with regular supervision while following the guidelines.

Essential Job Responsibilities

• Collect, file, and audit online new hire documents from hiring managers and employees, while maintaining employee personnel files;
• Promptly follow-up with hiring managers and new hires for past due documentation;
• Accurately track and manage temporary employee records in the HRIS system, while ensuring offer letters, end dates and terminations are completed timely;
• Facilitate weekly roundtable discussion with managers to ensure compliance and preparations are in place for new hire;
• Create new hire files and manage and organize terminated employee files and I-9 documents stored on-site;
• Effectively closeout termination files by ensuring performance reviews and training transcripts have been retrieved on an as needed basis, but at least weekly;
• Forward communication to all new hires regarding access/location of federal labor law posters;
• Accurately review new hire data insights to timely assemble and distribute Bethany swag for new hires in accordance with departmental processes;
• Distribute 30/60/90 day touch point survey to new hires and manage spreadsheet of information collected while highlighting areas for opportunity to HR Director in real time;
• Process respective vendor bills and invoices;
• Manage incoming HR tickets, while assigning tickets in a timely manner to the appropriate point of contact and responding to applicable requests;
• Administer the weekly EEO information collection email to new hires;
• Ensure all personnel records are created and filed within 48 hours from receipt;
• Distribute Human Resources mail timely;
• Process and administer service awards in accordance with program guidelines;
• Complete employment verification requests within 24 hours of receipt;
• Serve as back-up point of contact for Bethany’s onboarding program;
• Provide support for new hire orientation and other employee experience initiatives;
• Assists with collecting terminated files in accordance with retention policy and procedure
• Order office supplies, as needed;
• Completes other duties as assigned.
  
  

Qualifications

• Bachelor’s level degree in Human Resources, Business Administration, or equivalent field of study from an accredited college;
• At least one (1) year of experience in Human Resources, preferably in onboarding;
• Must have a demonstrated passion for customer service and highly organized;
• Must possess a strong attention to detail with exceptional problem solving and analytical skills;
• Excellent verbal and written communication, and interpersonal skills;
• Must be reliable with time sensitive deadlines and tasks;
• Exercise a high level of confidentiality;
• Work well under pressure and adaptable to change;
• Working knowledge of SharePoint and HRIS systems (UltiPro preferred);
• Highly motivated and self-managed;
• Computer skills sufficient to perform essential functions including knowledge of Microsoft Office suite;
• Must be 21 years old with a valid driver’s license with at least 3 years driving experience in the U.S. to operate a vehicle on behalf of Bethany. Must also pass a Motor Vehicle Records (MVR) check and maintain a reliable vehicle with proof of adequate insurance coverage;
• Pass a criminal history screen, including state and local child protection agency registries;
• Subscription to and integration of the agency Statement of Faith and Mission Statement, and Commitment to Unity.