P&C Administrative Technician

P&C Administrative Technician at AllCare Health with the People & Culture department in Grants Pass, Oregon We Are Seeking Qualified Candidates to Join Our Team! AllCare Health offers competitive wages, an excellent benefits package including affordable healthcare, 401k retirement, wellness programs, and flexible schedule options. Summary of the Position The People & Culture Administrative Technician provides general administrative support and customer service for the People & Culture department. This position assists employees, applicants, visitors, and members of the People & Culture team by providing front desk support, maintaining records and documentation, entering and reviewing employee information, and assisting with routine recruiting, onboarding, orientation, and department activities. This is an administrative support role that works across the People & Culture team to help ensure day-to-day processes are organized, accurate, timely, and supported by complete documentation. Essential Duties 1. Customer Service & Reception Support 2. Administrative & Department Support 3. Employee Data, Records & Documentation Support 4. Recruiting, Onboarding & Orientation Support 5. Audit, Compliance & Project Support   Job Duties Customer Service & Reception Support * Provides friendly and professional service to employees, applicants, visitors, vendors, and other customers by phone, email, and in person.  * Greets visitors to the People & Culture department and assists with routing questions and requests to the appropriate team member or resource.  * Answers and routes incoming phone calls and messages.  * Responds to routine questions within established guidelines and escalates questions requiring additional review to the appropriate team member.  * Assists with monitoring and routing requests received through the People & Culture shared inbox.    Administrative & Department Support * Provides general administrative and clerical support to the People & Culture team.  * Prepares, organizes, scans, copies, files, and maintains department documents, forms, materials, and supplies.  * Prepares routine correspondence, letters, forms, packets, spreadsheets, trackers, and other department materials.  * Provides meeting support, including scheduling, preparing materials, coordinating meeting spaces, and taking and distributing meeting minutes as assigned.  * Assists with mail, supplies, and other routine department needs.  * Coordinates temporary and visitor badges, including tracking and distribution, and distributes employee badges to new hires and other employees as needed. Employee Data, Records & Documentation Support * Performs routine employee data entry and assists with employee information and changes within People & Culture systems and records, as trained and assigned.  * Reviews submitted forms and supporting documentation for completeness and follows up on missing information before routing for processing.  * Tracks and gathers required documentation, including Personnel Action Forms (PAFs), Approval to Hire (ATH) documentation, job descriptions, approvals, signatures, and other supporting materials, and follows up on outstanding items as needed.  * Assists with routine file maintenance, document retrieval, scanning, filing, and record organization.  * Maintains confidentiality of employee, applicant, and organizational information.   Recruiting, Onboarding & Orientation Support * Provides administrative and backup support for recruiting, onboarding, and orientation activities as trained and assigned.  * Supports recruiting activities as needed, including applicant screening, interview scheduling, and candidate communication.  * Assists with onboarding activities, including preparing documentation, tracking required items, scheduling, and other administrative support.  * Assists with preparing orientation materials, packets, supplies, room setup, and other orientation logistics, and provides backup support during New Hire Orientation as needed.  * Escalates questions, discrepancies, or items requiring additional review to the appropriate People & Culture team member. * Coordinates ordering of employee nameplates for new hires and other employee changes.   Audit, Compliance & Project Support * Assists with audit preparation by gathering records, retrieving documentation, organizing files, and completing routine file reviews.  * Identifies missing or incomplete documentation and assists with follow-up as directed.  * Supports routine recordkeeping and documentation requirements within established People & Culture processes.  * Participates in cross-training and development activities to provide administrative backup across the People & Culture department.  * Assists with department projects, system or data cleanup, file organization, document preparation, and other assigned activities.  * Supports implementation of new or updated administrative processes and procedures as directed.    Additional Duties * Maintains punctual, regular and predictable attendance.  * Works collaboratively in a team environment with a spirit of cooperation. * Respectfully takes direction from leadership. * Meets all required training including those listed in Relias Learning Module System (LMS). * Performs other duties as assigned.    On Call Responsibilities  This position does not have any on call responsibilities.  Supervisory Responsibilities  This position does not have any supervisory responsibilities.   Job Requirements May require the use of personal vehicle for local travel (subject to mileage reimbursement). Qualifications  Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. Education High school diploma or general education degree (GED). Experience * One to two years related experience and/or training in general office, administrative, clerical, or customer service support. * Previous experience providing administrative support in Human Resources or People & Culture is preferred. Certificates, Licenses, and/or Registrations  Valid Oregon Driver’s License and vehicle insurance.  Technical Skills * Excellent writing, editing, and proofreading skills.  * Excellent organization and time-management skills.  * Excellent computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).  * Knowledge of and compliance with HIPAA regulations.  * Knowledge of customer service and service recovery best practices.  * Strong attention to detail and accuracy when entering, reviewing, and maintaining information.  * Ability to maintain organized and accurate records and documentation.  * Ability to operate standard office equipment and a multi-line phone system.  * Ability to learn and follow established People & Culture processes, procedures, and systems.  * Ability to appropriately handle confidential and sensitive employee and applicant information.   Interpersonal Skills * Demonstrate accountability, inspiring trust and confidence from others.  * Work with high initiative, energy, and effectiveness in a fast-paced environment.  * Effectively and professionally communicate with team members and customers.  * Collaborate within a multidisciplinary, diverse team to provide professional service.  * Interact positively with customers to satisfy needs and resolve problems in a pleasant and professional manner.  * Prioritize and organize work according to competing timelines.  * Allocate time so that tasks are completed within established deadlines.  * Adapt to change, learn quickly, and work with ambiguity.  * Maintain a high degree of professionalism and confidentiality.  * Create a pleasant experience for all customers, such as being personable and attentive.  * Take initiative and apply sound judgment in completing tasks and responsibilities. Language Skills  Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.   Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.   Computer Skills  Has advanced basic computer job skills including logging on to systems, ability to communicate by email, ability to compose documents, enter database information, create presentations, download forms, and preserve/backup important data. Reasoning Ability  Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to work with problems involving several concrete variables in standardized situations. Physical Demands & Work Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. The employee must occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk and reach with hands and arms. The noise level in the work environment is usually moderate. * The employee must be able to work onsite for all scheduled shifts. * The employee must be able to travel occasionally, as needed for work-related events. Company Overview AllCare Health Website:  https://www.allcarehealth.com [https://www.allcarehealth.com/]. AllCare Health is incorporated as an Oregon Benefit Corporation and has earned the coveted Certified B Corp® status since 2017. As such, AllCare Health considers its impact on community, society, and the environment in all business decisions. We have long recognized the value in social, economic, and environmental concerns of our employees, customers, and community members. (Learn more about B Corps at https://bcorporation.net/about-b-corps [https://bcorporation.net/about-b-corps]) AllCare Health headquarters are located in Grants Pass in Southern Oregon on the Rogue River, surrounded by mountains, forests, small farms, and breathtaking views. This thriving and energetic community is ideal for families and outdoor enthusiasts, with a temperate Pacific Northwest climate. We enjoy easy access to outdoor sports and recreation, river rafting, fishing, hiking, biking, wineries, outdoor concerts, the world-famous Ashland Shakespeare Festival, the stunning Oregon coast, magnificent redwood forests, pristine beaches, and much more. The AllCare Health family of businesses is guided by our corporate principles: Purpose | Working together with our communities to improve the health and well-being of everyone. Values | Trust, Innovation, Relationships, and Voice. Vision | Thriving, Inclusive, and Equitable communities. Brand Promise | Changing Healthcare to Work for You. AllCare Health is dedicated to building a diverse and authentic workplace centered in belonging and serving our growing community. If you are excited about this open position but your experience does not align perfectly with every qualification in this post, we encourage you to apply anyway or reach out to our human resources department. You may just be the right candidate for this role or others.  If you need accommodations, help in the application process, or wish to receive this job announcement in an alternative format, please call 541-471-4106 and ask for Human Resources. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information. Monday - Friday; 8:00am - 5:00pm w/ a 1 hour lunch & two 15 minute paid breaks 40 hours per week