Administrative Coordinator

Role Summary

The Administrative Coordinator supports HR Compliance through assisting with payroll, proper workforce documentation, and compliance with state and federal regulations. This role oversees timekeeping, scheduling, and employee credential management while monitoring electronic visit verification (EVV) data to support payroll and audit readiness. The Administrative Coordinator works cross‑functionally with HR and supervisors to verify records, resolve discrepancies, and maintain compliance across multiple systems, including HR, payroll, and service‑delivery platforms.

• Education:
  
  Bachelor’s degree is required.
• Experience:
  
  2+ years’ experience ideally in a corporate environment.

• Review daily timecards and mobile punch maps to verify clock‑in/out location and geo‑fence compliance; flag and resolve out‑of‑area punches prior to approval.
• Monitor missed/duplicate punches, meal breaks, and attendance anomalies; document variances and secure approvals before payroll closes.
• Educate staff on GPS/location permissions for Paycor mobile punching; expedite patterns of concern to HR leadership.

• Perform weekly Therap reconciliation (T‑Logs/ISP/MAR vs. schedule/attendance) to validate that paid time is supported by contemporaneous documentation; publish findings to managers and drive corrections.
• Support automated or templated employee notifications regarding missing entries; track closure of exceptions.

• Copy Paycor schedules into EVV and keep EVV current in real time; when Paycor schedules change, reflect the change in EVV immediately and apply correct exception codes.
• Coordinate with managers to code late adds/edits properly and avoid penalizing staff for after‑the‑fact schedule changes; document rationale in the reconciliation log.
• Execute periodic EVV reconciliations (weekly/bi‑weekly) to match EVV check‑ins/outs with Paycor/assigned schedules; summarize directional variances and drive corrections prior to payroll.

• Maintain the LMS assignment roster (Litmos via Paycor Learning) and review completion dashboards weekly; verify that new hires receive required modules during onboarding and that role‑specific refreshers are scheduled before expiration.
• Identify overdue or at‑risk items and contact employees the same week to remove blockers (e.g., access/login issues, device availability), leveraging company devices provisioned for on‑shift learning when appropriate.
• Provide reminders and upcoming deadlines to the management team and employees, document who acknowledged requirements and capture follow‑ups in the meeting notes.
• Hold brief 1:1 conversations for any overdue item to (1) restate the requirement, (2) confirm understanding, (3) set a concrete completion date/time, and (4) schedule a short follow‑up. Record the discussion and due date in the employee’s HRIS notes.

• Administer Employer Pull Notice (EPN) enrollment for new hires and maintain annual pulls; verify driver eligibility against company criteria; log violations/eligibility in HRIS certification profile.
• Maintain signed INF authorizations and EPN documentation on file (e.g., INF 1101/1100 series) for audit readiness.

• Track CPR/First Aid certification status for all field staff; schedule re‑certifications before expiry; maintain proof of certification in HR files.

• Collect and audit Supervisor House Visit Forms to ensure completion, accuracy, follow‑ups, and alignment to service expectations; log issues and return incomplete forms for correction.

• Produce meeting attendance and summaries and add to the Specific Teams Notebook for ongoing review of completeness, action items, and policy alignment; follow up on missing documentation or training.

• Ensure staffing/schedule changes in Paycor are promptly reflected in Therap (roles, permissions, EVV assignments) and in Microsoft Teams where applicable; coordinate with managers to remove/add access on assignment changes.

• Maintain an audit‑ready, single source of truth for compliance tasks, identified deficiencies, and the coaching/teaching delivered to resolve them.