Job Details

HR Specialist

The HR Specialist provides operational and administrative support across core human resources functions, with a strong emphasis on HRIS data integrity, leave administration, personnel action coordination, and employee support. This role ensures accurate documentation, regulatory compliance, and consistent application of HR policies in a Federally Qualified Health Center (FQHC) environment. The HR Specialist serves as a key resource for employees and managers, supporting day-to-day HR processes while maintaining confidentiality, attention to detail, and responsiveness.

Essential Responsibilities: HR Department Specialist

HRIS Administration & Data Integrity

• Maintain and update employee records in the HRIS, ensuring accuracy, completeness, and timeliness
• Process employee status changes (hires, transfers, promotions, terminations) in coordination with HR and payroll
• Conduct routine audits of HRIS data to ensure compliance with internal standards and regulatory requirements
• Generate standard and ad hoc HR reports (headcount, turnover, leave tracking, etc.)
• Support document management, including electronic personnel files and record retention practices

Leave Administration

• Administer employee leaves of absence, including Family and Medical Leave Act (FMLA), Oregon Family Leave Act (OFL), and other applicable state/local leave programs
• Track leave usage and ensure proper documentation and timely communication with employees and managers
• Coordinate with payroll and benefits to ensure accurate leave coding and continuation of benefits
• Respond to employee inquiries regarding eligibility, timelines, and required documentation

Personnel Action & Workflow Coordination

• Coordinate and track Personnel Action Notices (PANs) or equivalent workflows
• Ensure all required approvals and documentation are obtained prior to processing changes
• Partner with managers to ensure timely submission of personnel changes and adherence to internal processes
• Monitor and follow up on outstanding requests to maintain workflow efficiency

Benefits & Employee Support

• Serve as a first point of contact for employee questions related to benefits, enrollment, and general HR policies
• Support benefits administration processes, including new hire enrollment, qualifying life events, and open enrollment coordination
• Liaise with benefits brokers and vendors to resolve routine issues
• Provide clear, consistent communication and escalate complex matters as appropriate

Compliance & Documentation

• Ensure HR processes align with FQHC, Health Resources and Services Administration (HRSA), and applicable federal/state regulatory requirements
• Maintain compliance with personnel file documentation standards and audit readiness
• Support internal and external audits by preparing and validating requested documentation

Essential Responsibilities: Organizational Team Member

• Participate in quality and organizational process improvement activities when requested
• Support and contribute to effective safety, quality, and risk management efforts by adhering to established policies and procedures, maintaining a safe environment, promoting accident prevention, and identifying and reporting potential liabilities
• Openly, clearly, and respectfully share and receive information, opinions, concerns, and feedback in a supportive manner
• Work collaboratively by mentoring new and existing co-workers, building bridges, and creating rapport with team members across the organization
• Provide excellent customer service to all internal and external customers, which includes team members, patients, students, visitors, and vendors, by consistently exceeding the customer's expectations
• Advance personal knowledge base by pursuing continuing education to enhance professional competence
• Promote individual and organizational integrity by exhibiting ethical behavior to maintain high standards
• Represent organization at meetings and conferences as applicable

Knowledge, Skills, & Abilities:

• Critical attention to detail for accuracy, timeliness, and organization of assigned work
• Ability to report to work as scheduled, and willingness to work a flexible schedule when needed
• Proficient in databases/HRIS, Microsoft Office Suite and Windows Operating System (OS)
• Knowledge and understanding of how the positions' responsibilities contribute to the department and company goals and mission
• Knowledge of federal and state laws including OSHA, HIPAA, Waste Fraud and Abuse
• Training in, awareness and understanding of equity, diversity, inclusion, and the equity lens: ability to analyze the unfair benefits and/or burdens within a society or population by understanding the social, political, and environmental contexts of policies, programs, and practices
• A respectful and friendly demeanor, with a non-judgmental approach
• Ability to maintains high standards for HR data quality and reporting
• Ability to follow structured workflows and ensure consistency in HR operations
• Ability to handles sensitive information with discretion
• Ability to provides responsive, clear support to employees and managers
• Understanding of regulatory and policy requirements
• Ability to handle stress and sensitive situations effectively while projecting professionalism
• Ability to communicate professionally, both conversing and written
• Ability to work with diverse populations and interact with people of differing personalities and backgrounds
• Sensitive to economic considerations, human needs and aware of how one's actions may affect others
• Poised; maintains composure and sense of purpose

Qualifications, Education, & Experience

• Associate's or Bachelor's degree in Human Resources, Business Administration, or related field, experience in lieu of education may be considered
• One to three years of experience in an HR support or specialist role
• Experience with data management systems and data integrity required
• Working knowledge of leave laws and HR compliance requirements
• Strong attention to detail, organization, and documentation practices
• Experience in a healthcare setting preferred
• Experience supporting audits or compliance reviews
• TB test upon hire

Working Conditions: (Administrative/Office Clerical)

This position must have the ability to remain in a stationary position, often for long periods of time, and occasionally move about inside the office to access office machinery; and frequently communicate and exchange accurate information.

Work Condition: Healthcare Facility

• Employee generally works within the interior of a healthcare facility office.
• Employee may travel locally and be responsible for own transportation; out of area travel may be required on occasion.
• Hours of operations and specific staff scheduling may vary based on operational need.
• The healthcare facility office environment is clean with a comfortable temperature and moderate noise level.

Exposed to:

• Healthcare facility cold and heat controls.
• Close contact with employees and the public, in a healthcare facility.
• Potential exposure to communicable diseases.
• Potential exposure to escalated or angry patients.

Machines, equipment, tools, and supplies used:

• Constantly operates a computer and other office productivity machinery, such as postage machine, fax, copier, calculator, multi-line telephone system, scanner.
• May answer a high volume of telephone calls, complete documentation, and use computer programs to either obtain or record information.
• May be required to use standard precautions due to threat of exposure to blood and bodily fluids.

Multiple Duties:

Must be able to work under conditions of frequent interruption and be able to stay on task.

Other Information:

This job description is intended to provide only basic guidelines for meeting job requirements. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of Waterfall Clinic employees. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Salary Description $23.00 - $27.00/hour