Human Resources Coordinator

Responsibilities and Duties: Working under the supervision of the Human Resources Manager, the Human Resources (HR) Coordinator independently administers assigned HR operations and compliance functions. The role interprets and applies policies and regulatory requirements, evaluates background screening results and nonroutine matters, exercises judgment in determining appropriate action, and escalates significant compliance or employment concerns to HR leadership. The HR Coordinator also oversees onboarding and offboarding administration, personnel record integrity, training and credential tracking, and recruiting support.
MillarRich is a trauma-informed organization that values empathy, open communication, and respectful collaboration. The HR Coordinator demonstrates a strong awareness of how trauma can impact individuals and communities and approaches their work with compassion, cultural humility, and a commitment to inclusivity.
Specific duties include:

1. Interprets and applies HR policies, procedures, regulatory guidance, and contractual or program requirements to assigned HR operations, analyzes nonroutine issues, weighs relevant facts and available options, makes decisions within delegated authority, and recommends appropriate courses of action on matters affecting compliance, workforce eligibility, record integrity, and operational risk;
2. Participates in the development and regular review of MillarRich policies, procedures, resources, and forms, evaluates operational and compliance needs, identifies needed revisions, and recommends updates to HR leadership;
3. Independently completes, interprets, documents, quality-checks, and retains evidence for all required monthly and annual background, exclusion, registry, and sanction checks for employees, contractors, and other applicable parties; evaluates potential matches, discrepancies, incomplete results, and other exceptions; reviews available identifiers and supporting records, determines whether additional verification or corrective action is required, documents the basis for the determination, and promptly reports positive findings or material discrepancies to the Human Resources Manager and Chief Human Resources Officer:
4. Monthly - Office of Inspector General (OIG)/List of Excluded Individuals/Entities (LEIE).
5. Monthly - System for Award Management (SAM);
6. Monthly - TennCare Terminated Provider List (TTPL);
7. Annual - Tennessee Sexual Offender, National Sex Offender, Interstate Compact Offender Tracking System (ICOTS), Tennessee Felony Offender, Tennessee Drug Offender, Tennessee Abuse Registry; Substantiated Investigation Record Inquiry (SIRI);
8. Annual- Motor Vehicle Record (MVR)
9. Coordinates, independently reviews, and verifies completion of all applicable pre-employment requirements for employees and contractors, to include but not limited to, background clearances, DCS (Department of Children's Services) database searches, fingerprinting, drug testing, physicals, and TB screening and testing; interprets results and applicable requirements, resolves routine discrepancies, determines whether the individual has satisfied established clearance requirements within delegated authority, and maintains supporting documentation in the appropriate database systems;
10. Maintains the integrity of personnel records and HRIS (Human Resource Information System) data, independently conducts periodic file audits at least annually and as requested, and interprets applicable document-retention, confidentiality, and audit-readiness requirements; identifies material deficiencies or compliance risks and recommends process improvements to HR leadership;
11. Evaluates internal position changes to determine applicable documentation, background, education, credential, and training requirements, verifies that requirements are satisfied, resolves routine exceptions, advises HR leadership of material gaps or risks, and ensures appropriate records are maintained in the HRIS;
12. Initiates, obtains, and tracks completion of required Abuse, Neglect and Exploitation (ANE) Disclosure forms for employees;
13. Initiates, obtains, and tracks completion of the DCS Release of Information (ROI) forms for Foster Care Services (FCS) and crossover employees;
14. Maintains current employee driver's license records, evaluates expiration and renewal information, and communicates relevant employee status changes, including new hires and separations, to the company's vehicle insurance contact;
15. Tracks vehicle insurance documentation and vehicle inspections for employees, as applicable, and in accordance with company policies and procedures;
16. Plans, coordinates, and conducts onboarding and orientation processes for all employees, including new hire documentation, pre-employment screens, culture introduction, and assignment of job tools, interprets onboarding requirements, and resolves nonroutine issues within delegated authority;
17. Coordinates the collection of all new hire documentation for employees and enters applicable information and documentation into the appropriate HRIS;
18. Evaluates the effectiveness of the onboarding experience by monitoring new hire satisfaction during and at the conclusion of the introductory period, identifies concerns or gaps, determines appropriate follow-up, and recommends improvements to HR leadership;
19. Coordinates and conducts employee offboarding processes, including exit interviews, system deactivation, return of company property, and delivery of applicable exit information, evaluates separation circumstances to determine required administrative actions, identifies unresolved risk or compliance issues, and ensures employment separations are appropriately documented and communicated;
20. Interprets assigned training requirements, determines applicable new hire and annual training for employees, assigns and tracks completion, evaluates exceptions or overdue requirements, and initiates appropriate follow-up;
21. Determines applicable renewal certification requirements and assigns and tracks First Aid/CPR, Medication Administration, CPI, and other required classes, evaluates lapses or exceptions and initiates corrective follow-up consistent with company and program requirements;
22. Assists with coordinating the Enneagram development program by reviewing and approving the schedule of monthly and 101 sessions, sending reminders to employees, and introducing new hires to the program and providing resources to assist them in identifying their Enneagram type;
23. Coordinates with Information Technology (IT) to determine required equipment based on position responsibilities, evaluates nonstandard requests, and ensures computers and phones are configured with appropriate software, applications, and safeguards consistent with company security and HIPAA requirements;
24. Evaluates position requirements and determines the equipment and tools employees need (e.g., portable monitor, screen extender, identification badges, etc.), and orders approved items in accordance with company policy;
25. Reviews applicable invoices for accuracy and submits them to Accounts Payable with appropriate supporting documentation to facilitate timely payment;
26. Maintains accurate records of company property assigned to employees (e.g. phone, vehicle, computer, credit card, keys, etc.);
27. Coordinates with the Marketing department to obtain business cards and identification badges for new and current employees, as required by position;
28. Interprets DDA (Department of Disability and Aging) recoupment requirements, evaluates eligible pre-employment background and fingerprint expenses, completes and submits recoupment forms, resolves discrepancies, and works with accounts receivable to ensure receipt of payment;
29. Serves as a designated backup to the Employee Recruitment Specialist by independently supporting candidate communication, phone screens or scheduling when trained and assigned, interview coordination, applicant tracking, and disposition documentation; applies established qualification criteria, evaluates candidate information, and recommends whether the candidates should advance in the selection process within delegated authority;
30. Conducts and evaluates reference checks for potential employees when assigned, identifies inconsistencies or concerns, determines whether additional clarification is needed, and communicates material findings to the Employee Recruitment Specialist or HR leadership;
31. Leads or independently completes assigned HR special projects, analyzes information, evaluates alternatives, develops recommendations, and communicates findings to the Human Resources Manager and Chief Human Resources Officer, as requested;
32. Exercises independent judgment when handling confidential client, employee, and organizational information, interprets access, disclosure, retention, and safeguarding requirements and escalates potential privacy or compliance concerns;
33. Other duties may be assigned as circumstances warrant.

Knowledge, Skills, Abilities and Personal Characteristics:

1. Working knowledge of HR onboarding and offboarding, personnel-record administration, background screening processes, HRIS data management, document retention, and audit readiness.
2. Ability to maintain strict confidentiality, safeguard sensitive information, and exercise sound judgment.
3. Strong organizational, prioritization, follow-through, quality-control, and attention-to-detail skills.
4. Ability to work independently, manage competing priorities, and meet established procedures and deadlines.
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