Human Resources Operations Specialist

About Whitman-Walker

Whitman-Walker envisions a society where all persons are seen for who they are, treated with dignity and respect, and afforded equal opportunity to health and wellbeing. Through care, advocacy, research, and education, we empower all persons to live healthily, love openly, and achieve equality and inclusion. For over 50 years, we have been meeting the needs of our communities with the endless dedication of our diverse teams.

Job Summary

The People Services-HR Operations Specialist reports to the PSHR, Manager, Total Rewards and Employee Engagement, and is a member of the People Services-HR Team. The role will ensure the administration of the day-to-day operations of the People Services-HR office and act as a first point of contact for employee inquiries, management of the Human Capital Management System, New Hire Orientation, separation details, notices, employee files, invoices, support to HR Leadership and other teams i.e. Equity and Belonging regarding matters that pertain to excellent processes? within the People Services-HR team. The role carries out responsibilities in some or all the following areas i.e. HRIS database maintenance and data entry, new hire orientation, employee offboarding, conducting file audits, and maintaining employee files.

Whitman-Walker Primary Essential Duties:

• Performs and behaves in accordance with Whitman-Walker's mission, cultural norms, and core values of dignity, respect, affirmation, and humility.

• Maintains a respectful, non-judgmental, and compassionate manner with patients/clients/staff.

• Demonstrates excellent customer service by identifying and exceeding customer requirements.

• Adheres to Whitman-Walker policies and procedures, with special attention given to HIPAA requirements.

• Maintains data integrity through the conscientious use of relevant tools and employing a system of checks and balances.

• Demonstrates organizational skills necessary to multi-task, meet deadlines, and re-prioritize as needed.

• Participates in organizational quality and performance improvement activities.

Role Specific Primary Essential Duties:

Human Resources Support

• Provides support to the people services team members by coordinating all team meetings, special projects, credit card maintenance, invoicing (Blackbaud), and other calendared events as needed.

• Provides administrative support to the HR Leadership as needed.

• Assists in the development and distribution of internal PSHR communications.

• Responds to routine inquiries from employees regarding PSHR policies and procedures.

• Designs and maintains ADP Home screen.

• Provides general support in employee relations matters when needed.

• Assists in coordinating employee events or initiatives to foster a positive workplace culture.

Management of Human Capital System (ADP)

• Reviews and processes a variety of personnel actions (PAFs); reviews actions for conformance to law, policies, and standard operating procedures; identifies discrepancies and works to resolve problems or determine appropriate procedures.

• Coordinates training sessions and programs for employees and managers.

• Maintains training records and assists in tracking employee development.

• Management of employee files and migration into the ADP system.

Reporting and Auditing

• Assists in ensuring PSHR practices and processes comply with relevant laws and regulations.

• Prepares routine PSHR reports and analytics as needed.

• Coordinates and manages advanced projects to improve the quality of employee data.

• Conducts monthly, quarterly, and annual audits for the department and organization. Reports findings and implements appropriate optimization initiatives.

• Provides data summaries for grants reporting, and other reports to support health center planning and initiatives.

• Collaborates and partners with other team members and departments to analyze and evaluate on a quantitative/qualitative basis to find ways to optimize the effectiveness of the PSHR Program operations in meeting established WW goals and objectives.

Employee Management - On-Boarding and Off-Boarding

• Facilitates new employee orientations and ensures completion of required paperwork.

• Administers I-9 processes and procedures and ensures compliance with employment authorizations, visa applications, and required postings and documentation.

• Administers Business Cards and other related support.

• Coordinates with various departments to ensure a smooth onboarding process for new hires.

• Maintains and updates employee records, including personal information, job details, and training records.

• Ensures compliance with data protection and confidentiality policies.

• Administers all off-boarding procedures.

Benefits & Total Rewards

Data Analysis and Reporting:

• Analyzes benefits utilization data and trends to assist with benefit design and review.

• Assists with reporting on the cost and effectiveness of benefit programs.

• Reviews invoices for accuracy and updates performs reconciliations, and submits for payment.

• Conducts various compliance checks (semi-annual driver license checks, OIG/EPLS checks, etc.)

Employee Assistance Programs (EAP):

• Provides information regarding EAP programs and shares information and resources with employees.

• Collects and reviews EAP utilization reports and helps to promote utilization.

Retirement Plan Administration:

• Assists with questions regarding 403(b) retirement plan and support in education.

• Ensures compliance with regulations governing retirement benefits.

Employee Communication:

• Communicate effectively with employees about benefits programs, including plan changes, open enrollment, and other relevant information.

• Conducts employee education sessions to promote understanding of available benefits.

Vendor Management:

• Acts as liaison with carriers and troubleshooting concerns.

• Builds relationships with existing and new vendors and obtains activity reports.

Administrative Functions Related to Benefits:

• Process Benefit Carrier Monthly invoices and other types as directed.

• Administers and develops WMATA Smart benefits, Capital Bikeshare, and Gym programs.

• Supports the NHSC and HRSA loan repayment programs and gathers and verifies any staff data as needed.

• Coordinates programs centered on employee recognition programming.

• Processes all Tuition Reimbursements.

• Processes all Fertility Reimbursements.

• Other duties as assigned.

Whitman-Walker Knowledge, Skills, and Talents Required:

• Ability to work independently with minimal supervision.

• Ability to manage time and effort to meet strategic objectives

• Knowledge of principles and processes for providing excellent customer service, both internal and external.

• Knowledge of all applicable WWH policies and procedures.

• Excellent oral and written communication skills.

• Analytical skills are necessary for the preparation of accurate, concise, and comprehensive reports.

• Ability to maintain records and information in an accurate, timely, and confidential manner.

• Ability to adapt to changes in the service delivery model, re-prioritizing as necessary.

• Flexibility to work within the organization's various locations as necessary.

• Commitment to health equity.

Role Specific- Knowledge, Skills, and Talents Required:

• Knowledge of general People Services-HR practices, policies, and procedures.

• Excellent computer skills, including advanced knowledge of Microsoft Office suite (Word, Excel, Outlook, and PowerPoint) and general knowledge of web-based applications and People Services-HR information systems.

• Demonstrated ability to communicate clearly in person and in writing.

• Ability to handle confidential information and to work in a fast-paced, fluid environment that demands a high degree of responsibility and creativity.

• Interpersonal skills are necessary to provide excellent customer service.

• Written and verbal competency.

Education and Experience Required

• Bachelor's Degree or comparable work experience required.

• Professional Human Resources certification, including PHR or Certified Employee Benefit Specialist (CEBS), is preferred or pursuing

• Minimum 1-3 years of comparable experience in human resources including experience with benefits, compensation, employee relations, or talent acquisition is strongly preferred.

• Prior experience with the HRIS database or comparable database is required, ADP is strongly preferred.

• Experience working with a broadly diverse population and the ability to work harmoniously with diverse groups of individuals are required.

• Experience working with members of the Lesbian, Gay, Bisexual, Transgender, Gender Expansive, Queer, Asexual, and Intersexed communities preferred.

• Experience working with people living with HIV or issues related to HIV care preferred.

Working Conditions:

Working conditions for this position are normal for an office environment. Individual may be required to work evenings and/or weekends and organization events.

Physical Demands:

• Lifting: No more than 20 lbs. and infrequently.

• Movement: Standing and sitting for long periods.

• Visual: Long periods on computer.

• Concentration: Extended periods of engagement with computer systems where concentration is key to accuracy in data entry. Intermittent periods of engagement with a telephone system to respond to inquiries where concentration is key to task performance.

• Communication: Direct and indirect communication. Written and verbal competency.

Whitman-Walker is an equal employment opportunity employer and does not discriminate against applicants, its employees, or former employees based on race, color, religion, gender, marital status, sexual orientation, national origin, age, disability, veteran status, or gender identity. For accommodation in the application process, please contact Human Resources.