Human Resources Specialist

Function:

Under the direction of the Senior Human Resources Director, the Human Resources Specialist plays a critical role in supporting Fenway Health's HR operations, ensuring accurate data management in the HR Information System (HRIS), providing seamless payroll and benefits administration, and enhancing the employee experience through exceptional service and efficient processes. You will collaborate with team members, use HRIS and ticketing platforms to streamline HR operations, ensure that employee electronic files and documentation are organized and stored securely, process all vendor payments and liaise with the finance department to guarantee invoices are paid in a timely manner, and contribute to our culture of compliance and recognition.

HR Information System (HRIS) Maintenance

• Ensures accurate and timely data entry for payroll processing and benefit administration
• Tracks the completion of all personnel change forms for HRIS entry based on payroll effective date
• Processes position, wage, FTE, supervisor, union affiliation and other employee changes in HRIS.
• Maintains active employee list by processing all terminations of non-W-2 employees including residents, students, interns, volunteers, and contracted staff
• Assists with regular audits of HRIS data for accuracy and consistency; update data as required
• Prepares census, deduction, and other reports for internal and external stakeholders
• Provides HRIS user training and hands-on support

Benefits Administration

• Coordinates processing of benefits enrollment, changes, and terminations in accordance with company policies and legal requirements
• Ensures all benefit enrollment documents are filed into the HRIS and electronic personnel files
• Liaise with benefit vendors to resolve and troubleshoot
• Coordinates weekly wellness drawing and distribution of rewards to employees; finds efficiencies to automate the collection of submissions and processing of rewards
• Processes and tracks tuition reimbursement applications
• Assists in preparing for audits by reviewing files and gathering requested documents
• Assists with annual Open Enrollment and Benefits Fair

HR Ticketing and Employee Information Platform

• Serves as subject matter expert (SME) on Zendesk application ensuring the HR team is utilizing the platform to its fullest capacity
• Provides monthly reporting on HR ticketing and Info Center searches, trends, and recommend changes as a result of the data; partners with HR Coordinator to determine how to capture most relevant information to make data-driven decisions
• Provides ongoing enhancement of accessibility of information for staff

Procurement and Vendor Management

• Processes purchase orders for department invoices using Oracle and maintain a system for managing vendor contracts and invoices.
• Partners with Finance to address any invoicing or payment issues.

Customer Service and Administrative Support

• Provides exceptional customer service to internal and external stakeholders through responsive communication to department phone calls, emails, and tickets
• In partnership with Finance and HR departments, addresses employee inquiries regarding payroll and/or benefits
• Maintains electronic personnel files, responds to employment verification and personnel file requests, tracks document completions, and produces reports as needed for other departments and outside entities.
• Supports HR functions with mail coordination and supply inventory

Administers Employee Recognition Programs

• Coordinates Fenway's Applause program, tracking nominations and department approval, and distributes employee recognition certificates
• Generates monthly anniversary report for All Staff meetings to recognize employee anniversaries. Track and document when employees are eligible for anniversary recognition and submit POs for payment processing

Contributes to Fenway's Culture of Compliance

• Ensures compliance with Fenway's CORI policy by processing and tracking monthly CORI renewals
• Submits monthly OIG/SAM background check report to BILH to determine whether an employee or contractor is excluded from working with a Federally Qualified Health Center (FQHC)
• Maintains and updates mandatory workplace signage at Fenway Health locations including federal and state labor laws, OSHA, City Ordinance, and Labor Condition Application (LAC) notices

Meet agency participatory expectations

• Adheres to all agency and departmental policies and procedures
• Participates in quality assessment and improvement activities as requested
• Adheres to the highest principles of patient and client confidentiality
• Adheres to established safety policies, procedures and precautions; identifies potential or actual unsafe situations in the environment and takes measures to rectify the situation
• Attends all required meetings, in-services and professional trainings
• Maintains professional competence necessary to perform job responsibilities; maintains and provides agency with records of continuing education activities
• Serves on agency committees and in professional organizations when requested

Perform related duties as assigned

• Bachelor's degree in Human Resources or related area or equivalent experience
• 3-5 years experience working in a Human Resources department
• Experience with HRIS and payroll software (Paylocity preferred but not necessary)
• Exceptional organizational and time-management skills, and attention to detail
• Excellent customer service skills
• Ability to prioritize work successfully and collaboratively in a deadline-based environment
• Ability to maintain confidentiality and data integrity
• Ability to work harmoniously and effectively with colleagues, patients, clients and vendors across the spectrum of diversity, including but not limited to race, ethnicity, color, gender identity, sexual orientation, age, socio-economic status, national origin and immigrant status, religious or spiritual identity, disability (physical, mental, emotional and developmental), veteran status, and/or limited English proficiency.
• Willingness to contribute towards Fenway's efforts in becoming an anti-racist organization and promoting a culture dedicated to ongoing development in service of humility, equity, diversity, inclusion, and belonging, where differences are acknowledged and valued.

Preferred Qualifications:

• SHRM Certified Professional (SHRM-CP) or Professional in Human Resources (PHR) certification preferred
• Working knowledge of Microsoft Outlook, Excel and Word
• Strong understanding of payroll processes, tax regulations, and wage laws preferred
• Proven ability to work within multiple online databases simultaneously
• Excellent communication skills and the ability to work independently