• Manage end-to-end recruitment for all caregiver and administrative positions, including developing job postings, sourcing candidates through job boards, community outreach, and referrals.
• Review applications, conduct initial phone screens, and schedule interviews with hiring managers.
• Coordinate and participate in panel interviews; administer skills assessments or scenario-based evaluations as appropriate.
• Extend verbal and written offers of employment in coordination with the Administrator; manage candidate communication throughout the process.
• Maintain applicant tracking records and ensure hiring practices comply with Oregon equal employment opportunity laws.
• Build relationships with community colleges, training programs, and workforce development organizations to maintain a qualified candidate pipeline.
• Coordinate all pre-employment requirements including background checks (ORCHARDS/DD), reference verifications, TB/health screening clearance, CPR/First Aid certification verification, driver's license and auto insurance verification.
• Complete I-9 employment eligibility verification for every new hire, including correct handling of List A vs. List B+C documentation.
• Schedule and track completion of required orientation training in compliance with OAR 333-536-0070 (12 total training hours: 4-hour agency orientation before independent service, 2 hours of safety-critical topics before first client contact, and the remaining 6 hours within 120 days of hire).
• Set up new employee profiles in Home Care Pro, including credential tracking fields and document uploads.
• Ensure new hires review and sign acknowledgment of job descriptions and the agency Policy & Procedure Manual.
• Issue offer letters and manage the new-hire paperwork packet from offer through first day.
• Maintain accurate, compliant personnel files for all employees in Home Care Pro, consistent with OAR 333-536 recordkeeping standards.
• Monitor credential and certification expiration dates (CPR/First Aid, driver's license, auto insurance, required trainings) and issue renewal reminders at 60/30/10-day intervals.
• Track completion of continuing education requirements and maintain training records for all direct care staff.
• Prepare personnel files for state licensing surveys and audits; conduct periodic self-audits to confirm ongoing compliance.
• Manage confidential employee information in accordance with HIPAA and Oregon privacy requirements.
• Serve as a point of contact for employee questions regarding policies, benefits, and workplace concerns.
• Support the Administrator in investigating and documenting employee relations matters, disciplinary actions, and performance concerns.
• Monitor compliance with Oregon BOLI wage and hour requirements, including minimum wage tier applicability, overtime, and sick time accrual.
• Maintain and update the agency Policy & Procedure Manual and coordinate periodic staff acknowledgment of policy updates.
• Support unemployment claims, workers' compensation reporting, and other regulatory filings as needed.
• Stay current on changes to Oregon employment law and OAR/ODDS/APD regulatory requirements affecting HR practices.
• Maintain the HR functions of Home Care Pro, ensuring data accuracy and timely updates.
• Coordinate with the IT & Billing Specialist and Operations Coordinator on staffing-related data needed for scheduling and payroll.
• Support ADP RUN payroll processing by ensuring new hire, termination, and pay-rate-change data is submitted accurately and on time.
• Generate HR reports for leadership, including staffing levels, turnover, credential compliance status, and training completion.
