Human Resources Shared Services
Strategic Leadership Associates’ Human Resources Shared Services are targeted to small businesses and non-profits that have the need for a higher level HR professional, but not enough need for a full-time role.
With the myriad of challenges that arise beyond the increasingly more complex issues involved with hiring and firing employees and benefit administration, these organizations must now deal with the impact of the Affordable Care Act, the higher level of security of employee records and negotiating benefit packages.
In the case of a small business or non-profit, these tasks fall on the owner or executive director. As one SLA client said,
“Before SLA, we used cobbled together HR duties,” he said, “Many of them fell to me as president. All aspects of hiring fell to individual managers. It was very inefficient and we didn’t know what we didn’t know.”
That client’s decision to engage SLA’s HR service changed how they operated, not just within the HR function, but as an organization.
“Our benefit has been tremendous,” he said. “We’ve hired quite a few people in the past year and our hiring process has been transformed. We’re getting better applicants and have implemented new screening and testing processes. We’re also implementing a new performance appraisal process.”
SLA doesn’t just “jump” into an organization and start to work. We feel it’s important to review the organization’s existing operations, look for what’s working and what’s not and provide a recommendation to leadership.
Once the recommendations are delivered, it’s up to the leadership to make the determination of what tasks are needed and how much time is needed per week or month to achieve the goals. Listed below is an example of the tasks to be performed based on an SLA assessment of a client’s HR needs.
Human Resource Responsibilities:
SLA will provide the shared services client with comprehensive human resource management oversight on an annual basis, including the following tasks and responsibilities based upon each client’s unique needs.
1. During the initial assessment period, formulate a human resource plan of action by priority for the shared services client.
2. Conduct initial review and development of personnel policies compliant with organizational objectives and state and federal laws, working with management and legal counsel.
3. Conduct initial review, development, and periodic reviews and updates of the Employee Handbook.
4. Develop and manage a system for employee personnel records management sensitive to HIPAA requirements.
5. Conduct annual benefits review and studies as needed, as well as negotiations with benefit providers, working with insurance brokers as appropriate for:
- Healthcare and HSA or HRS benefits
- Affordable Healthcare Act and its impact on exempt, non-exempt. and temporary employees
- Flexible benefits programs
- Long-term and short-term disability programs
- Other benefits as determined by the shared services client appropriate for its workforce
- Providing assistance and direction for employees on benefits questions and claims
6. Update and revise position descriptions for client employee positions as needed.
7. Recruit new employees as positions are added or employees are replaced.
- Review and develop offer letters and employment services requirements as appropriate during the onboarding and outplacement of exempt, non-exempt, and temporary employees, including exit interviews.
- Human resource advisement on job searches and facilitation of job searched as requested by the shared services client management, including advertising, screening, and evaluation of applicants.
- Oversight of employee personnel background checks and drug screening programs.
- Facilitation of orientation information sessions with new employees.
8. Provide human resource advisement on terminations or disciplinary actions of any exempt, non-exempt, and temporary employees, including assurance of appropriate documentation and personnel files for any recommended actions to be taken.
- Provide HR counsel to the shared services client managers in resolving performance issues or disciplinary actions.
9. Track affirmative action and EEO data and policies for the shared services client and its government contracts, including the following elements:
- Data tracking
- Policy development
- Compliance practices
- Required postings in work areas, including the shared services client officials.
10. Review, evaluation, and recommendations on shared services client compensation levels for exempt, non-exempt, and term employees.
11. Facilitate compensation studies for area and regional comparisons on specific employment levels as requested by the shared services client management.
12. Advise on outsourced payroll management programs if necessary.
13. Review OSHA safety policies and training requirements of the shared services client employees.
14. Facilitate annual reviews and recommendations for the professional development and evaluation processes for the shared services client employees to assure consistency and best practices in evaluating exempt, non-exempt, and temporary employees.
15. Manage and implement guidelines related to family medical leave, workers compensation, or unemployment compensation practices.
16. Interface with the shared services client legal and insurance counsel advisors as appropriate on effective HR practices.