Human Resources Specialist Job at Wabanaki Public Health and Wellness in Bangor

Wabanaki Public Health & Wellness (WPHW)is growing, and we are excited to be adding new people to our team! If you value inclusivity, balance, and cultural centeredness and have a true passion for serving others, you may be a great fit for our team!WPHW is a non-profit organization that serves four federally recognized tribes located in five communities: the Houlton Band of Maliseet Indians, the Aroostook Band of Mi'kmaq, the Passamaquoddy Tribe at Indian Township, the Passamaquoddy Tribe at Pleasant Point, and the Penobscot Nation. Wabanaki traditions, language, and culture guide our approach and describe the ways we live in harmony with each other and the land we collectively share. Services are available to community members living on and off-reservation across the State of Maine.

Position Summary:

The Human Resource Specialist is responsible for assisting and supporting the Human Resources Manager and team in all facets of human resources including, but not limited to benefits administration, recruiting and talent acquisition, policy implementation, reporting of information and employee relations.

In addition, the HR Specialist will act as the HIPAA (Health Insurance Portability and Accountability Act) compliance officer and will develop, manage, and implement a privacy program and processes to ensure the organizations compliance with applicable federal and state HIPAA regulations and guidelines, particularly regarding the organizations access to and use of protected health information.

Duties and Responsibilities:

• Support talent acquisition efforts. Ensure recruitment process runs smoothly. Post job opportunities, oversee hiring process, schedule interviews, attend interviews as needed, manage applicant flow, order background reports, etc. Follow-up on hiring decisions and HR onboarding processes in HRIS and coordinate onboarding experience with the Employee Journey Specialist and hiring manager.
• Coordinate exit process for departing employees (checklist to managers, coordinate exit interviews, exiting paperwork, exit meeting with employee to discuss benefit information, updating HRIS, etc.).
• Assist with the day-to-day administration of benefit programs (health, dental, vision, life, disability, retirement plan, PTO). Serve as liaison to Finance regarding payroll and benefit related questions and issues and payroll deduction reconciliations. Work with employees to answer benefit questions and assist in processing life event and open enrollment elections.
• Administration of employee leave (FMLA, medical leaves, military leaves) and coordination of STD and LTD benefits if applicable.
• Make first report of injury and manage flow and coordination of workers compensation claims. Schedule ergonomic assessments with MEMIC if necessary.
• Manage employee-employer relationship by receiving and effectively handling employee relations issues, complaints, and concerns, escalating to Human Resources Manager or the Director of HR & Talent Development or other appropriate level if necessary. May investigate and advise management in appropriate resolution of employee relations issues.
• Answer employee HR related questions, responding in a timely manner.
• Ensure all timecards are completed correctly and approved by the deadline and assist with the payroll process as needed. Assist employees with questions surrounding completing their timesheets/timecards, requesting time off, and making deduction elections. Assist supervisors with timesheet/timecard adjustments and approvals.
• Assist in HRIS administration and maintenance. Maintain employee records and keep them up to date. Train employees and supervisors on HRIS.
• Routinely audit personnel files and employment law postings for accuracy and adherence to established guidelines and applicable federal/state laws.
• Assist in the preparation of HR documents, job descriptions, census reports, organizational charts, and various HR reports.
• Assist in research and compilation and analysis of alternate benefit programs as needed. Provide administrative assistance to support budget preparation for the HR & Talent Development budget. Assist in gathering information for compensation review, year-end reporting, and on statistical and census forms.
• In collaboration with management and others, complete risk assessments and evaluate the Agencys existing policies and procedures to identify and address HIPAA and other privacy policies and procedures that require improvement. Establish a comprehensive and strategic privacy program that defines, maintains, develops, and implements processes and policies that enable consistent and effective privacy practices. Ensure confidentiality of protected health information of any format; provide standards, policies, privacy forms, and up-to-date procedures.
• Assess methods and procedures used to store and transmit PHI; identify security or other compliance risks and research and recommend improvements. Work in partnership with information security team to ensure there is alignment between privacy and security compliance programs such as investigations, practices, policies, and acts as a liaison to the organizations information department. Work with appropriate individuals to design an ongoing process that would help track, investigate, and report any unauthorized access and disclosure of private health information.
• Communicate with individuals regarding their right to inspect, amend and restrict access to their PHI. Serve as point person to investigate and address any disclosure of protected health information and work with leadership to ensure appropriate measures are in place to prevent future disclosures.
• Develop and provide training on health information privacy requirements and procedures. Serve as the internal subject matter expert on HIPAA, maintaining current knowledge of HIPAA laws and regulations, and any other applicable federal and state privacy laws or regulations. Report on changes in applicable laws and regulations and provide training as needed.
• Provide back-up support for other HR Specialists, Training & Development Specialist, Human Resources Manager and assist Director of HR & Talent Development as needed.
• Lead/Assist with department initiatives and complete other duties as assigned.

Education and Experience Required:

• A four-year degree in related field or completion of a specialized certification or licensing or specialized training courses.
• HR and/or HIPAA experience is strongly desired (preferably two or more years).

Skills and QualificationsRequired:

• Knowledge of HR functions and employment law.
• Must be flexible with excellent attention to detail and an ability to manage multiple tasks.
• Ability to handle sensitive situations and information and maintain a high degree of confidentiality.
• Proficiency with computers, MS Office, and the use of HRIS applications.
• Extremely strong organizational skills and problem-solving abilities.
• Ability to develop and maintain strong relationships and embrace a culturally diverse setting.
• Ability to execute daily tasks with minimal supervision.
• Demonstrated ability to exercise initiative, independent judgment and be a self-starter who works with integrity while also being a strong team player.
• Professional, courteous, and enthusiastic with a positive attitude.
• Desire and ability to provide exceptional service and create an excellent employee experience.
• Excellent communication (written and verbal) and interpersonal skills. Ability to explain and present complex information clearly and thoroughly.
• Strong cultural competency skills.
• Thorough understanding of HIPAA regulations, requirements, and guidelines
• Thorough understanding of related information privacy laws and regulations including those governing access, release of information, and security technologies.
• Must pass a criminal background check.

Wabanaki Public Health & Wellness is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.