Coverage Plan During Human Resources Director Transition

February 2023

Abigail (Aby) Anguiano & Leticia (Lety) Navarro

 Office Supply Orders: Please send Aby & Lety (cc’ Admin Supervisor) an email with office supply
order requests. Office Supply request should include a link to the product you are looking to
order. Please note, supervisors must approve all requests before an order can be placed. We
generally order through Staples or Amazon. If you are looking to order a product outside of
these sources, please work with your supervisor to order with their company credit card.
 Info Email Account: Aby & Lety will be checking FFLC’s Info email account and forwarding emails
as appropriate.
 All Staff Directory: Aby & Lety will assist with maintaining the All Staff Directory.
Hiring Managers: If you hire a new employee, please send Aby and Lety (cc’ Admin
Supervisor) a request to add the employee to the All Staff Directory. Information to include: first
and last name, title, phone extension, email and cell phone if okay to share.
 Birthday & Anniversary List: Aby & Lety will be maintaining the Birthday & Anniversary list. Aby
or Lety will be sending out monthly birthday and anniversary lists to all employees via email.
 Finance will send new employee hire date and birthdate to Aby & Lety to ensure the
information gets on the list.
 Business Cards and FFLC Name Badges: Aby & Lety will order new employee business cards and
name badges. Hiring Managers: If you hire a new employee, please send Aby and Lety (cc’
Admin Supervisor) a request to order business cards and/or a FFLC name badge. Information to
include: first and last name, title, phone extension, and email. If you are only ordering a name
badge, then you only need to send first and last name as well as title.
 If you have an employee that speaks Spanish, please let Aby and Lety know if the
employee would like “Hablo espanol,” added to their business card and/or name badge.
 Mailbox Tags / Check-In Board: If a new employee is hired and needs a mailbox tag or space on
the check-in board, Hiring Managers, please ask Aby & Lety to create at Bailey Hill. *Please note,
requests should go to John Ross for W Broadway.
 Cubicle Name Tags: If a ne employee is hired and needs a cubicle name tag, please ask Aby &
Lety to create one for either Bailey Hill or W Broadway.
 BottleDrop Bags: Please let Aby or Lety know if you need any BottleDrop Bags and stickers at
your FFLC site

Elizabeth Price
 Family Medical Leave Act (FMLA) / Oregon Family Leave Act (OFLA): If an employee has a
qualifying event under FMLA / OFLA, please send an email to Liz (cc’ Human Resources). Liz will
make sure to provide important documentation for employees.
 ADA Request for Accommodation: If an employee has a request for accommodation, please
send an email to Liz (cc’ Human Resources). Liz will make sue to provide important
documentation for employees.
 Short-Term & Long-Term Disability: If an employee has a qualifying event for Short-Term
disability benefits, please email Liz (cc’ Human Resources) to discuss. Liz will make sure to
provide important documentation for employees.
 Incident Reports: Please send all Incident Reports to Elizabeth Price within 24 hours of
occurrence. Supervisors should send an email to Liz (cc’ Human Resources) with all the
information and then put the hardcopy of the Incident Report in Liz’s mailbox.
  Workers Compensation: If there is an incident that warrants medical attention, supervisors
should contact Liz Price immediately to disclose incident. Supervisors should also have injured
employee complete Form 801 and get to Liz within 24-hours of incident.
 Unemployment Claims: If there is an unemployment claim for a former employee, Liz will assist
managers on completing the unemployment claim. However, Liz can only include employment
information such as rate of pay and dates of employment. Former supervisors of employee will
need to assist in completing the rest of the unemployment claim.
 FFLC Apparel: If an employee needs a FFLC forest green t-shirt, FFLC forest green hoodie or a
Values T-shirt please make request with Liz
 Job Descriptions: If you are looking to update a job description, please ask Liz to send you the
most updated version of the file on the H Drive. Hiring Managers: Once you have the job
description finalized, please send the word document to Liz to save back to the confidential H
drive and please save a PDF version to the shared drive.

Dan Temmesfeld
 Background Checks: Please send all background check requests to Dan T.
Hiring Managers should send Dan candidate’s First and Last Name, telephone number and email
address.
 Driving Record Checks: Please send all driving record check requests to Dan T.
Hiring Managers should send Dan the candidates First and Last Name and email address. Dan
will send candidate an employee requesting additional information for the driving record check.
Please note driving record checks should be conducted for the following:
o If driving a FFLC vehicle is a requirement of an employee’s position,
employment is contingent upon a clear driving record.
o If an employee will be claiming mileage, employment is not contingent upon a clear
driving record.
o Employees claiming mileage must provide a valid copy of the Driver License & Proof of
Insurance. Please make copy of both forms and put in Meghan’s mailbox.
o Employees that drive FFLC vehicles must provide a valid copy of their Driver License.
Employees that drive a FFLC must have a valid Oregon license. Please make a copy of
the driver license and place in Meghan’s mailbox.

Brad Bassi
 If a new employee will drive a FFLC vehicle, the Hiring Manager must set-up a FFLC vehicle
orientation with Brad Bassi prior to allowing an employee to drive. FFLC vehicles include: trucks,
vans, Subaru, tractor, etc.

John Ross
 If the copy machine / main office printer requires maintenance, needs ink cartridges or toner or
needs paper (only if out of stock), please contact John
 If an employee needs an alarm code or key pad access code (this includes new hires or current
employees that need to update their code), please contact John
 If a new employee is hired and needs a mailbox tag or space on the check-in board, Hiring
Managers, please ask John Ross to create at W Broadway. *Please note, requests should go to
Aby & Lety for Bailey Hill.
Tom Mulhern
 Job Posting to FFLC Website: If a new job needs to be posted to our FFLC website.
Hiring Managers, please send Tom the position’s job description in PDF format in an email that
includes the following information:
o Position Title, Rate of Pay and Benefit Information (if applicable)
o Hiring Manager Name and email address (i.e. where application materials should be
sent)
o Application Materials (determined by Hiring Manager). Examples include: FFLC
Application, Resume, Cover Letter, References, etc.
o Application Deadline information. We generally make statement such as “We will begin
reviewing applications (Date) and the process will remain open until a hire is made.”
Please confirm date you will start reviewing applications.
o Hiring Managers: please communicate with Katie once the posting can come off the
website.

 Job Postings to External Sites (Indeed & Craigslist): Once a new job posting has been made to
FFLC’s website, Tom will work with Hiring Mangers to post to Indeed and Craigslist.
o Hiring Managers: please communicate with Tom once the posting can come off of
Indeed.
 Jobs Email Account: Tom will be monitoring FFLC’s jobs email account and forward applications
on to the appropriate hiring supervisor
 Personnel Related Matters: Any personnel related matters should be directed to Tom during
the transition to a new HR Director. Disclaimer: If Tom is out of the office, please bring
personnel related matters to the Director within the respective department. If the concern is
regarding the Director in the Department, please discuss with any other Director that you feel
comfortable.
 Initiate New Hire Communication: Tom will initiate new hire communication to the finance
department, Operations Director and hiring supervisors.
 Initiate Employee Termination Communication: Tom will initiate employee termination
communication to the finance department, Operations Director and hiring supervisors.

Still need to determine who will provide coverage for the following tasks:
 New Employee Training
o Sexual Harassment Training
o Civil Rights Training
o OSHA Wildfire Smoke
o OSHA Heat Index
o First Aid/CPR Certification / Bloodborne Pathogens / Hep B Vaccination Information
 New Employee Important Information
o COVID Related
 FFLC COVID Safety Measures & Requirements
 FFLC COVID-19 Sick Leave Policy
 FFLC Employee Acknowledgement Form
o DevNW – Financial Foundations Class Information
 First Aid/CPR Certification / Bloodborne Pathogens / Hep B Vaccination Information – current
employees
 Employee Assistance Program Communication
 Employee Handbook revisions