Bear Creek Services, Inc.

Job Title: Human Resources Associate                       Prepared By: BCILS Program Director

Department: Human Resources                                 FLSA Status: Exempt

Reports To: Human Resources Director                    Prepared Date: 5/8/2018


The role of the Human Resources Associate is to support the Human Resources Department with administrative support for the staffing of the agency. The Human Resource Associate ensures adequate staffing for individuals supported by performing the following duties:


Other duties may be assigned.

  • Model the agency’s mission, vision and values in all interactions.



  • Plan, prepare, circulate, and update schedules of direct care staff in a timely manner.
  • Generate and publish schedules, update shifts, and manage shift templates on Solana
  • Manage time off requests and shift swaps
  • Input data for new applications on ISS
  • Post open positions on MLT
  • Distribute new job postings internally
  • Tracking on-call staff and complying with on-call requirements
  • Review schedule on a daily basis to identify issues and concerns with staffing. Coordinate with the Program Directors, Managers, or Coordinators to resolve conflicts and/or discrepancies in schedules.
  • Report staff tardiness, absences, shift swaps and no-call no shows to designated Program Director, Manager, or Coordinator.
  • Meet with Program Director(s) as needed to discuss staffing needs, schedule changes, and conflicts.
  • Respond to inquiries regarding shifts and scheduling, and resolve issues in a timely manner.
  • Meet with Program Directors, Managers or Coordinators to discuss changes, and staffing issues.
  • Work with Program Managers/Coordinators, Program Directors, and Finance Director to maintain a budget, and limit administrative time and overtime.



  • Keep list of trained staff and approved scheduling locations.
  • With assistance from training department, track all mandatory training and complete registration.
  • Work with the Executive Administrative Assistant on a daily basis and whenever necessary to ensure front desk coverage.
  • Coordinate new employee orientation with the Human Resources Director or training department, and conduct new staff orientation when necessary.
  • Schedule and attend interviews as needed or as possible.
  • Participate in agency committees, and perform assigned tasks based on committee needs.
  • Revise and update forms as directed.
  • Attend administrative meetings as scheduled.
  • Adhere to safety and security procedures set forth by the agency.
  • Attend in-service training as required.
  • Review and approve direct care staffs’ timesheets/electronic time clock as necessary and ensure their accuracy before submitting to the payroll department
  • Resolve issues and questions regarding payroll hours as they arise


         Site Specific:

         Residential Settings:

  • Plan and prepare schedules of nurses responsible for giving insulin injections.
  • Establish and maintain a list of staff required to have a Mantoux test. Ensure staff adheres to the policies and procedures set forth by the agency regarding the test.


         Independent/Home and Community Based:

  • Manage requests for changes in hours from individuals supported, additional activities or appointments, and adjust hours as necessary and able.
  • Send weekly reports of absences, tardies, no-call/no-shows, and shift swaps to designated Program Director, Manager or Coordinator.
  • Review and compare time logs to tlogs and ensure accuracy.
  • Track and report individuals’ supported staffing time usage.
  • Track and report non-billing days for 24-hour emergency assistance.
  • Keep training books up to date.
  • Send satisfaction surveys and collect response data.


SUPERVISORY RESPONSIBILITIES:                                                          

This job has no supervisory responsibility.



Adheres to the organization’s policies and procedures; Completes tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.



Approaches others in a tactful manner; Treats others with respect and consideration regardless of their status or position.



To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Education and/or experience

Associate's degree (A. A.) or equivalent from two-year college or technical school and one year related experience and/or training; or equivalent combination of education and experience.


Licenses and Certifications

Valid Minnesota driver’s license and proof of current automobile insurance

Current CPR certification

Other Requirements

Must be 18 years of age or older.

Must successfully pass the criminal background check.



  • Excellent computer skills; demonstrates speed and accuracy in Microsoft Office, Outlook and databases.
  • Ability to react well under pressure, handle and balance multiple tasks at one time, work with frequent interruptions, and perform duties and tasks professionally.
  • Excellent organizational skills.
  • Ability to exercise independent judgment and demonstrate initiative to act without being asked.
  • Ability to work independently without close supervision; self-motivation and exceptional follow through.
  • Ability to maintain confidential information.
  • Ability to read and interpret documents such as safety and security rules, operating and maintenance instructions, and procedure manuals.
  • Exceptional attention to detail.
  • Effective communication skills.
  • Ability to write routine reports and correspondence.
  • Ability to speak effectively before groups of individuals supported, employees, and vendors.



The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.



The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.




CREATED 05/2018



I acknowledge that I have received a copy of the Human Resources Associate job description.  I also acknowledge that I have read and completely understand all my job duties and responsibilities and that I am able to perform all the essential duties with or without accommodation.  I understand that my job duties and responsibilities are subject to change depending on the needs of the organization.  If there are job duties I am asked to perform that are not listed on this description, it is my responsibility to discuss them with my supervisor if I have any concerns.

I acknowledge that I was given an opportunity to ask questions I may have about this job description prior to signing it.


__________________________________                                        _____________________
Employee Signature                                                                                        Date

Employee Name (print)


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