Admin Support - Human Resources (In-Office)

Note: This position is In-Office only at our Vancouver, WA office.

• Human Resources Administrative Support Responsibilities
  • Human Resources Administration - Maintain employee and business associate personnel and credentialing files in compliance with HIPAA, state licensing, and accreditation standards.
    • HRIS - Learn to use, manage, and augment RLC’s HRIS (Human Resource Information System) platform: UKG
      • UKG can/will process and keep records of the following: Payroll, Employment Onboarding, Employment Documentation, Employee Files & Storage, and User access.
    • Health Benefits - Manage RLC’s health benefit packages for the administrative staff and provide support for any questions or barriers staff have around health benefits, facilitate annual open enrollment, participate in completing renewal contracts, conduct monthly audits of our Health Benefits. Report related invoices to Bookkeeping.
    • 401(k) Benefits - Manage RLC’s 401(k) Benefits package, including open or new enrollment, onboarding new staff, managing accurate data inputting, meeting with RLC’s Fund Manager as needed and exploring improvement options as RLC progresses as a company. This also includes collaborating with Bookkeeping about the facilitating of fund investments on behalf of RLC employees.
    • Maintain or augment individual Standards of Operations (SOP’s) for the Human Resources department
    • Embody the Core Values of the HR Department, CARE: Communication, Accountability, Respect, Empathy
  • Onboarding - Assist with contractor and staff onboarding, including background checks, credential verification, benefits enrollment, and orientation scheduling.
    • Collaborate with Admin Lead on Job Descriptions and post job openings (w/Descriptions) both internally and externally, facilitating the hiring process for new applicants.
    • Facilitate Pre-Onboarding to all new applicants, ensuring all employment documentation is completed prior to or by day of employment/contract start date.
    • Facilitate Onboarding Day for all new applicants - this includes scheduling with departments for initial department orientation/training and hosting new applicants through their onboarding process until handoff to their supervisor.
    • Manage onboarding-related Human Resource records accurately, consistently and efficiently.- Collects/Stores Resumes/Cover Letters, creates HR folders, directs Resumes/Cover Letters to hiring departments/supervisors/leads and supports staff during the hiring process.
  • Quality Assurance and Compliance - Support compliance tracking for clinical licenses, certifications, and continuing education requirements.
    • Support RLC’s Quality Assurance and Compliance Specialist (QACS) in maintaining staff, clinical, and organizational compliance with company policies, and local, state, and federal laws and regulations
    • Conduct regular audits of internal systems and processes as developed and delegated by the QACS, including maintenance of the RLC Employee Handbook with annual updates and employee attestations
    • Collaborate with the QACS on compliance-related onboarding tasks throughout the onboarding process for clinical contractors
    • Assist with maintenance of internal documentation such as the RLC Policy and Procedure Manual, internal instructional materials house in Google Drive, and resources housed within Google Drive
    • Meet with the QACS as needed or assigned by the Human Resources Admin Lead
• Compensation and Benefits
  • Base Compensation - Admin Support for HR starting pay is $24/hr, and will increase to $25/hr upon successful and positive completion of the 90-day probationary period review
    • Raises are assessed openly and annually and are performance-based, dependent upon meeting communicated job expectations and goals and are weighed in conjunction with clinic revenues and profits
  • Health Benefits - 100% Employee premium coverage on Medical/Dental/Vision Base Plan (Kaiser Silver w/ HSA), or Medical Stipend if an employee prefers to opt out of Health Benefits.
    • Eligible for Health Benefits (or Stipend) on the 1st day of the month following the 90-day probationary period
    • Options to buy up to higher tier plans available
    • Additional Employer-Paid and Voluntary Benefits available
  • 401(k) - RLC has a 401(k) plan to which employees can contribute pre-tax (Traditional) or post-tax (Roth) earnings.
    • Eligible for 401(k) on the 1st day of the month following the 90-day probationary period
    • RLC offers 401(k) matching, dollar for dollar up to 3% of annual income (Starts on the first full pay period following an employee’s first anniversary date with RLC)
    • 401(k)’s become fully vested after 5 years of employment.
  • Holidays - 15 Paid Holidays and 1 floating holiday - Paid Holidays can be traded for an alternative day off, if preferred, within that holiday’s quarter (based on coverage and office availability). Floating Holidays can be taken anytime of the year and do not accrue or carry over.
  • Sick Time - Earn 1 hr Sick Time per 40 hours worked, in compliance with state law
  • Vacation Time - Vacation Time accrues at different rates depending on tenure with RLC, and updates upon employment anniversary date:
    • 1st year of employment accrual rate: 1 hrs accrued per 40 hrs worked
    • 2nd year of employment accrual rate: 1.5 hrs accrued per 40 hrs worked
    • 3rd year of employment accrual rate: 2 hrs accrued per 40 hours worked
    
    
  • Opportunities for career advancement and development - RLC takes a valued approach to every position to support individuals in gaining future employment skills, in-office position development and additional positions within the company based upon displayed growth and competencies. RLC has a vision of equipping staff with skills and knowledge they can utilize within the company or take with them to enhance their career trajectory with future employers.
• Schedule
  • Working Days/Times - Monday - Friday, 8:30am-5pm (includes a 30 minute unpaid lunch break (Scheduled Holidays off)
    • Variations can be requested and collaborated upon with the supervisor.
    • This is considered a full-time, 40 hour/week position
• Work Conditions
  • Work will take place in an office setting.
  • This job requires frequent sitting and standing interchanges, as well as long periods of sitting and computer screen time.
  • This job requires dexterity of the hands and wrists to facilitate computer work.
  • The RLC Administrative Office is located on the third floor of a commercial business building which does include elevator access but does not host any wheelchair accessible restrooms.
  
  

• Qualifications and Position Expectations
  • Education - Associate’s Degree in Human Resources, Business Management or related field is required (Bachelor’s degree is preferred)
  • Experience - 1-3 years of HR or administrative experience, preferably in healthcare or mental health services
  • KSOAs -
    • Knowledge: HIPAA and confidentiality/privacy regulations in healthcare; Employment laws (EEO, FLSA, ADA, FMLA) and reasonable accommodations; Licensing, credentialing, and continuing education requirements for mental health professionals; HRIS systems and secure data management practices
    • Skills: Strong written and verbal communication with a compassionate, professional tone; Accuracy in data entry and recordkeeping; Time management and ability to handle multiple priorities; Conflict resolution and problem-solving skills; Proficiency in Google Suite and HRIS software (UKG preferred)
    • Abilities: Maintain strict confidentiality with sensitive employee and clinical provider information; Support both clinical and administrative staff fairly and consistently; Adapt quickly to compliance and regulatory changes; Maintain a calm, friendly and professional demeanor at all times
    • Other Attributes: High integrity, professionalism, and discretion; Empathy and understanding of the challenges faced by mental health professionals; Commitment to diversity, equity, and inclusion; Dependability in meeting deadlines and maintaining compliance; Growth mindset and openness to ongoing training
  • Background Check - Applicants must successfully complete and pass a background check. Employment is contingent upon successfully passing the background check, due to the job working and interacting with clients and medical information
  • Previous Association with RLC - RLC does require that any applicants have had at least 1 year of separation from services with us (or our partner company Real Life Community Behavioral Health) in order to apply.

Real Life Counseling (RLC) is an Administrative and Executive Services Agency, facilitating and supporting the connection between individuals, couples and families seeking Mental Health Counseling with RLC’s network of contracted clinicians in private practice settings throughout Clark County, WA. These mental health services utilize both in-office and telehealth services, and are funded through a combination of Medicaid-funded Insurances, Private Insurances, and/or Private Pay. RLC also provides administrative support to Real Life Community Behavioral Health, a Behavioral Health Agency.

This Administrative (Admin) Support Staff position is a non-entry level role within the Human Resources administrative department of RLC.