When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Job Type:

Regular

Scheduled Hours:

40

Work Shift:

Day (United States of America)

Based in Charlestown, MA with a hybrid remote and on site schedule and under the daily oversight of the Supervisor Records Administration, Utilizes technology to assist in meeting the data management needs of the Human Resources (HR) department while maintaining a seamless user experience for employees.

Job Description:

Essential Duties & Responsibilities including but not limited to:

• Performs timely and accurate data entry of all human resources data changes following applicable Clinic and HR department policies to include but not limited to: employment status changes, employee new hires, employee terminations, employee salary rate changes, employment transfers and employee demographic changes. Produces and distributes job action forms (JAFs) to managers providing the latest information on rates, depts. hours, etc. when requested Run weekly reports such as the Dept. of Revenue or the bi-weekly Colleague Retro report as department workflow demands require.

• Maintains employee files (both active and terminated) ensuring accurate and timely filing of colleague paperwork for LHMC. Performs scanning and indexing of HR Documents such as I-9’s or other forms maintained in HR files to create an electronic HR record in ECMS. Updates colleague records when name changes occur by changing file labels and entering information in ECMS. Self-audits files to ensure that all files are accounted for and communicates with HR Staff to reduce/resolve the “missing” file list.

• Performs termination processing for colleague files. Manages the number of files stored onsite by annually purging terminated files and cataloging the files sent off site in such a manner that they can easily be retrieved when required. Acts as liaison between colleague files and the offsite storage administrators. Maintain department inventory records of boxes and contents of boxes sent to offsite storage facility by all members of the department.

• Provides primary coverage for Employment Verification Line ensuring that all calls are returned within 48 hours. Responds to written verifications for colleagues who are seeking credit, housing and other loan approvals. Responds to requests from Medicare Office for verbal confirmation of physician's employment and from the Massachusetts Department of Employment and Training regarding recent terminations. Responds to written request for mortgage verifications through online research of earnings for a 3-year period.

• Responds to requests for copies of personnel files according to HR Department procedures, Lahey policy and Massachusetts Law. Ensures that subpoena requested files and documents are provided in a timely manner in accordance with Lahey Health policy and Massachusetts law. Processes requests for files stored offsite by requesting delivery and making copies of the requested materials when they arrive. Informs Legal Dept. of such requests when appropriate and act on the instructions provided by Lahey’s legal counsel.

• Provides ongoing support to the Benefits team by processing tuition reimbursement requests which have been approved by the Tuition Program Administrator and creates reports for payment processing. Audits input received from Tuition Administrator and returns questionable submissions for correction (i.e., missing grades, excessive $ amount). Once requests have been data entered and verified, creates and distributes reports to Payroll and to the Tuition Administrator.

• Organizes, validates and coordinates completed Performance Appraisal forms for all bi-weekly colleagues verifying that required signatures are present and confirming that data entry has been completed accurately by managers and in accordance with the rating on the printed form. Executes queries and reports to audit compliance and to report delinquent performance appraisals to managers and executives.

• Performs other duties as assigned, or directed, to ensure the smooth operation of the department. Oversees the work of temporary staff and volunteers as utilized in the Workforce Administration area.

• Complies with all applicable federal and state laws and regulations, the policies and procedures of Lahey Health and the standards of any relevant accrediting organizations; participates actively in and abides by the requirements and adheres to the standards of Lahey Health’s compliance program.

• Maintains strict adherence to the Lahey Health Confidentiality policy.

Education:

• Associates degree or equivalent work experience

Experience:

• Two years administrative work experience and electronic record entry in a Human Resources environment

Skills, Knowledge & Abilities:

• Typing or word processing/PC skills preferably Microsoft Office including Excel, Word, Access and Outlook (email and calendar) and Internet Skills.

• Knowledge of Oracle PeopleSoft Manage Hire process.

• Communications skills, oral and written, necessary to interact with all organizational levels.

• Ability to work in an environment requiring strict confidentiality.

• Demonstrates the ability to be thoroughly trained to meet organizational standards.

FLSA Status:

Non-Exempt

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more about this requirement.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled