Self Direction Onboarding Coordinator

AIM Services Inc; City of Saratoga Springs (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

AIM Services Inc is seeking an Onboarding Coordinator in Saratoga Springs, NY to provide administrative and clerical support for the Self Direction program. You will assist with hiring, file maintenance, data entry, and compliance with laws and agency policies.

Responsibilities include recruiting for vacancies, managing new hire paperwork, conducting pre-employment testing, and coordinating communications with stakeholders while maintaining confidentiality and accuracy.

Qualifications

• High School Diploma and 1 year experience in Human Resources and/or Recruiting.
• Background in employment law and other government compliance regulations is preferred.
• Excellent communicator (oral and written) and ability to learn from colleagues.
• Ability to manage multiple tasks, meet deadlines, and maintain accuracy.

Responsibilities

• Answer employee requests and questions to provide customer service.
• Prepare and maintain employee files and run reports from HR databases.
• Recruit for vacant positions and facilitate the hiring process for Self-Hired staff.
• Ensure compliance with laws, policies, and procedures; handle I-9 and background checks.
• Conduct monthly audits and ensure proper communication with relevant parties.

Skills

Organizational skills

Communication skills

Multitasking

Deadline management

Interpersonal skills

Adaptability

Education

High School Diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

Description

Purpose: The Onboarding Coordinator will assist with providing both administrative and clerical support. They will act as a liaison with families/individuals participating in the Self Direction program to help fill vacancies as requested and facilitate the hiring process. To ensure compliance with laws, policies, and procedures.

Essential Functions:

• Performs customer service functions by answering employee requests and questions as requested.
• Prepares and maintains employee files.
• Runs reports from employee database as requested.
• Files papers and documents into appropriate employee files in a timely manner; performs paper and system audits as necessary.
• Enters data into the HR Database(s), ensuring the accuracy of information.
• Recruits for all vacant positions within the Agency including advertising and presenting Agency information at career fairs in a professional manner.
• Conducts the entire hiring process for Self-Hired staff including review of applications, all hiring paperwork and scheduling of all pre-employment testing.
• Audits all new hire paperwork for accuracy and missing information.
• Ensures proper and timely communication with applicable parties regarding new hire status and work eligibility.
• Runs monthly Medicaid Exclusion report on all Agency employees, ensuring confidentiality of information.
• Processes background checks and child registry, ensuring confidentiality of the information.
• Ensures Personnel file check lists and files are complete and accurate.
• Is responsible for the employment I-9 files, ensuring compliance, monitoring, and updating of I-9 Employment Eligibility Verification. Maintains current and accurate I-9 books.
• Types and sends correspondence as necessary and within given timeframe.
• Maintains all employee and applicant documentation as dictated by governing agencies.
• Assists the Self Direction HR Program Director with various research projects and/or special projects.
• Ensures department filing is done accurately and timely.
• Conducts monthly, quarterly and annual peer audits, as requested.
• Accurately interprets and administers legal mandates, policies, procedures, and regulations.
• Distributes and maintains all New Hire and Annual trainings for Self-Hired staff.
• All other related duties as assigned/requested by supervisor.

Requirements

Qualifications:

• High School Diploma and 1 year experience in Human Resources and/or Recruiting.
• Background in employment law and other government compliance regulations is preferred.
• Strong organizational skills with a keen ability to prioritize and multi-task.
• Ability to adhere to and meet deadlines.
• Well developed team skills, unquestioned integrity, and the experience, confidence, and presence to effectively handle interpersonal relationships and sensitive HR issues.
• Excellent communicator (oral and written) including the desire to ask questions and learn from co-workers.
• Speaks clearly in positive or negative situations
• Edits work for spelling and grammar, presents numerical data effectively, and is able to read and interpret written information.
• Demonstrates accuracy, thoroughness, and monitors own work to ensure quality.
• Adapts to changes in the work environment, manages competing demands, a fast-paced work environment and can deal with frequent change, delays or unexpected events.
• Proficiency in Microsoft Word and Excel.
• Valid NYS Driver’s License acceptable to agency insurance standards, preferred. Maintain valid insurance and provide insurance card if you use your own vehicle.

Physical/Cognitive Requirements:

• Sitting for extended periods of time.
• Use of computer for extended periods of time.
• Ability to remain calm in stressful or demanding situations.
• Ability to perform multiple tasks.
• Bending, reaching, pushing, pulling while filing and setting up Job Fairs. Must be able to lift a minimum of 50 pounds.
• Adherence to Agency attendance policy.