Flores Financial Services - Professional, Reliable, & Responsive

Start-Up Services

• Compile forms and documentation for all facets of human resources, including “New Hire Packets” (Application, State & Federal forms including W-4, I-9 etc.) and all other forms required to review and track employee progress, such as Employee Status Change Forms, Disciplinary Forms, Performance Review Forms, workers compensation forms, etc.)
• Work with owner/store management to determine if handbooks are needed. If so, develop employee handbook, manager’s handbook/guide, safety handbook and IIPP (Illness & Injury Prevention Plan required by workers’ compensation carriers)
• Meet with owner/store management to determine basic hiring and employment policies
• Conduct training for owner/store management on selection, hiring, forms completion and general human resources compliance issues

Employee Selection, Orientation and Training

• Assist management with employee selection process, background checks, drug testing, etc.  (Please note:  Employer would pay fees directly to background and/or drug testing services.)
• Train managers in the basics of hiring, supervising, documentation, discipline, evaluations, terminations and other interactions with employees
• Send “adverse action letters” notifying that the offer of employment is withdrawn if background and/or drug testing produces unfavorable results
• Conduct orientation classes for all new hires covering employee manual and benefit package as needed

Set Up, Review and Maintain Employee Personnel Files

• Create an employee file (paper and electronic) for each employee
• Review all forms and documents for accuracy, dates, signatures, etc.
• Input all employee documents into HRIS to be able to generate employee reports
• Ensure I-9 information is complete and stored in separate files
  
  • Conduct monthly I-9 audit to ensure compliance
• Record all disciplinary actions, performance reviews, salary increases, etc.
• Ensure confidential medical information/doctors’ notes are stored in separate files

Benefit Plans

• Facilitate open enrollments
  • Act as liaison between client, employees, brokers and insurance carriers
  • Shop benefit plans upon client’s request to ensure that the best plans and rates are obtained
• Notify management of employees who become eligible for insurance on  a monthly basis
• Compile benefit information to give to employees at the time of eligibility
• Review enrollment forms for accuracy and submit to insurance carrier
• Set up payroll deductions for employee portion of benefits
• Remove terminated employees from benefits plans in a timely manner
• Ensure COBRA and HIPAA compliance through distribution of appropriate forms and memos to new hires, dependents, terminating employees or employees experiencing other qualifying events
• Assist employees with 401k loans
• Ensure 401k distribution paperwork is mailed to terminated employees
• Audit all insurance bills on a monthly basis to ensure accuracy
• Order benefits information and keep client’s supplies well stocked
• Provide employee census information to insurance agents for annual enrollment

Workers’ Compensation

• Administer workers’ compensation claims
• Act as point of contact for workers’ compensation adjusters and medical facilities to provide information and communicate concerns
• Work with workers’ compensation carrier to close claims as quickly as possible
• Arrange workers’ compensation workplace audits to recommend safety improvements
• Facilitate quarterly safety meetings with employees 
• Assist in evaluating modified duty programs for employees with work-related injuries
• Handle workers’ compensation renewal process upon client’s request to ensure that the best plans and rates are obtained

Unemployment Insurance

• Appeal all EDD Notices of Unemployment Insurance Claims Filed in an effort to keep the client’s unemployment rate as low as possible.
• Respond to any EDD follow up forms or phone calls
• Complete requests for appeal
• Attend appeal hearings to present employer’s case

General Compliance Assistance

• Order and deliver compliance posters (cost of posters charged separately)
• Complete documentation for any employee garnishments, notify employee and facilitate payroll deductions
• Track court-mandated child insurance benefits, notify employee and work to enroll employee and child(ren) on company insurance if/when eligible
• Manage employee leaves of absence (LOA) – including Family and Medical Leave Act, California Family Rights Act, Pregnancy Disability Leave, State Disability Insurance, Americans with Disabilities Act – and coordinate coverage to ensure compliance
• Write “job abandonment” letters to employees not returning from LOA
• Assist with Exempt vs. Non-Exempt, overtime, meal breaks etc.
• Assist with terminations to ensure compliance
• Assist with compilation of 401k census data
• Assist with compilation of census data for Section 125 Plan (Cafeteria Plan)
• Advise owner/manager on state and federal employment law and accepted practices which relate to any aspect of employment

General Human Resources Assistance

• Provide unlimited access to human resources forms
• Provide monthly reports for owner/management regarding:
  
  • Current salaries
  • Performance reviews due
  • I-9 Audit Reports
  • Birthdays
  • New hires
  • Terminations
  • Benefits eligibility
  • Other reports as requested
• Track vacation, sick leave and/or personal leave accruals
  
  • Answer questions for employees on vacation accruals, benefits, etc.
  • Review performance evaluations prior to managers meeting with employees 
• Consult with designated personnel on any management issues
• Attend meetings with managers and employees or groups of employees to deal with work-related problems affecting performance
• Consult with management prior to disciplinary action and/or termination 
• Assist management in actual handling of disciplinary action and/or termination

Policies & Procedures

• Create Employee/Policy Handbook
• Create Manager Reference Guide
• Create Cal-OSHA and OSHA Compliant Safety Handbook
• Create Illness Injury & Prevention Plan
• Create Job Descriptions

Employment Search

• Advertising/recruitment for open positions
• Screening applicants
• Writing offer letters
• Conduct local salary surveys (annually or as needed)
• Conduct exit interviews (Employee Feedback Worksheet)

Specialized Training

• Provide state-mandated supervisory training on sexual harassment and discrimination
• New Hire Orientations