Job Description
Job Description
Join us at Villages of California where we envision a world where our youth can thrive.
A Little Bit About Us:
We are a team of professionals who imagine a world where students are equipped with the skills and knowledge to help themselves; where each student is given the professional support to overcome their unique challenges and realize their academic and personal potential. We have created a team-based approach beyond the traditional client/therapist treatment setting where we provide more than what families and their children were receiving in weekly therapy sessions. We hope to continue to make strides for individuals and their families struggling with mental health issues and academic challenges. Join us and let’s work together to help our youth thrive.
A Little Bit About You:
You are:
- An empathetic leader with strong relationship-building skills who is committed to actively partnering with our staff, clients, families, and the community.
- A self-directed problem solver with the ability to develop a rapport with clients and families of various backgrounds.
Overview:
The Personnel Management Specialist supports the efficient administration of personnel policies, procedures, and operations. This role is instrumental in ensuring compliance, maintaining accurate employee records, and facilitating effective workforce management across the organization. The ideal candidate will be adept at handling sensitive information with discretion, possess strong organizational skills, and have a thorough understanding of personnel practices and employment regulations and culture in a clinical setting.
Key Responsibilities:
- Coordinate and maintain personnel records, ensuring accuracy, confidentiality, and compliance with applicable laws and policies.
- Administer personnel actions including onboarding, promotions, transfers, leaves of absence, and separations.
- Manage ongoing coordination with ADP TotalSource, including data entry, reporting, and ensuring accurate payroll and benefit information.
- Support performance appraisal processes and assist managers with performance documentation and follow-up.
- Ensure organizational compliance with federal, state, and local employment regulations.
- Provide support in administering compensation and benefits programs in coordination with HR leadership.
- Prepare reports and analytics on workforce trends, staffing levels, and personnel metrics.
- Collaborate with HR leadership to implement personnel policies and process improvements.
- Support workforce planning, talent deployment, and succession planning initiatives.
- Serve as a point of contact for employee inquiries related to job classifications, employment status, and personnel policies.
- Participate in audits, internal reviews, and compliance initiatives related to personnel files and practices.
- Assist in the development and delivery of training programs, including new hire orientation, compliance training (e.g., HIPAA, safety), and ongoing professional development
- Ensure compliance with employment laws and healthcare-specific regulations, including the BBS, HIPAA, OSHA, and The Joint Commission standards.
- Serve as a point of contact for staff inquiries related to employment status, certifications, scheduling systems, and clinical HR processes.
- Support staff credentialing, license tracking, and continuing education requirements.
- Other duties as assigned.
Supervisory Responsibilities
This position has no supervisory responsibilities.
Qualifications:
- Master’s degree in Human Resources, Business Administration, Public Administration, Social Work, or a related field.
- 3–5 years of experience in personnel administration, working in a clinical healthcare setting, HR operations, or a related HR function.
- Experience with ADP TotalSource or similar HRIS/PEO platforms strongly preferred
- In-depth knowledge of employment laws, records management, and HR compliance
- Strong analytical and organizational skills with attention to detail
- Excellent interpersonal and written communication skills
- Ability to handle confidential information with integrity and professionalism
- Proficiency with HRIS systems and Microsoft Office Suite
- PHR, SHRM-CP, or related certification preferred
- Must maintain a valid California Drivers' License, have proof of automobile insurance and maintain a safe driving record based on Villages of California policy.
- Must maintain licensure as a condition of employment.
- Proficiency with state and county licensing and other governing bodies.
- Experience with state and county Licensing, and other governing bodies preferred.
Knowledge, Skills, and Abilities
To perform this position successfully, you must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. The requirements listed below are representative of the knowledge, skill, and/or ability required:
- Excellent verbal and written communication skills.
- Commitment to excellence and high standards.
- Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
- Strong interpersonal skills.
- Ability to understand and follow written and verbal instructions
- Ability to deal effectively with a diversity of individuals at all organizational levels.
- Good judgement with the ability to make timely and sound decisions
- Creative, flexible, and innovative team player
- Ability to work independently and as a member of various teams and committees.
- Versatility, flexibility, and a willingness to work within constantly changingpriorities with enthusiasm.
- Ability to build strong relationships with staff, students, parents, and the community.
- Proficient in the use of educational technology and data analysis tools.
Physical/Mental Demands
The physical demands described are representative of those that must be met by an employee to perform the essential duties and responsibilities of this position successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties and responsibilities.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties and responsibilities.