Job Description

Launch Your Career - Not Just Another Job

Do you have a 2-year degree and want real-world experience that actually builds your future?

Are you looking for genuine work/life balance instead of burnout?

Would tuition reimbursement after just 1 year of employment help you reach your goals?

How does a true Monday–Friday schedule with 15 Agency Paid Days Off (including 11 holidays 4 Self care days) off sound?

Position Summary

The HR Assistant plays a key role in supporting the Human Resources department by providing administrative assistance in the areas of benefits administration, employee compliance, clearances, personnel records, onboarding, and HR tracking functions. This position works closely with the HR Manager to ensure accurate recordkeeping, timely follow-up, and compliance with federal, state, payer, and agency-specific requirements.

The primary focus of this position is HR administration, employee benefits support, compliance monitoring, clearance tracking, onboarding, and personnel file maintenance. Recruitment, timekeeping support, and staffing-related functions serve as secondary responsibilities based on organizational needs.

The ideal candidate is highly organized, detail-oriented, maintains confidentiality, and has a strong ability to manage multiple priorities while providing excellent customer service to employees and applicants.

Essential Duties and Responsibilities

The following statements describe the general nature and level of work performed by the HR Assistant. This is not intended to be an exhaustive list of all duties, responsibilities, or qualifications, and duties may be modified as business needs change.

Benefits Administration & HR Support (Primary Focus)

1. Assist the HR Manager with benefit administration activities, including enrollment, qualifying life events, employee communications, and benefit tracking.
2. Support employees with benefit-related questions and direct them to appropriate vendors and resources.
3. Assist with benefit reconciliations, reports, and administrative follow-up as needed.
4. Maintain accurate employee benefit records and related documentation.
5. Assist with leave administration processes, including FMLA, accommodations, workers' compensation, and other leave-related tracking.
6. Maintain strict confidentiality regarding employee information and medical documentation.

Compliance & Clearance Administration (Primary Focus)

1. Track and maintain employee compliance requirements, including licenses, certifications, clearances, driver's licenses, automobile insurance, CPR, TB testing, and other required credentials.
2. Monitor expiration dates and communicate upcoming renewal requirements to employees and supervisors.
3. Ensure compliance for Home Care Aides and other applicable positions in accordance with agency, payer, and regulatory requirements.
4. Perform and track pre-employment screenings, including background checks, MA Fraud checks, docket checks, and other required screenings.
5. Assist with employee file audits and compliance reviews.
6. Create, maintain, organize, and audit personnel files in both digital and paper formats.
7. Assist with HR tracking spreadsheets, reports, and data management.
8. Coordinate with operational departments regarding employee compliance status and scheduling restrictions for non-compliant employees.

Onboarding & Employee Records (Primary Focus)

1. Support new hire onboarding and orientation processes.
2. Prepare onboarding documents and ensure all required paperwork is completed and maintained.
3. Maintain employee records within HRIS systems and personnel files.
4. Assist with HRIS data entry, employee status changes, and record updates.
5. Support document management initiatives, including scanning, indexing, and maintaining electronic records.

Recruitment & Staffing (Secondary Responsibility)

1. Assist with posting positions on recruiting platforms, including Indeed and other job boards.
2. Schedule interviews and communicate with candidates as directed.
3. Conduct reference checks and assist with pre-employment processes.
4. Attend job fairs, recruiting events, and community outreach activities as needed.
5. Assist with recruitment tracking and reporting.

Timekeeping & Payroll Support (Secondary Responsibility)

1. Assist employees and supervisors with timekeeping questions.
2. Support timecard reviews, corrections, and follow-up as directed.
3. Assist with maintaining timekeeping records and reports.
4. Provide administrative support related to payroll processing as needed.

General HR Administration

1. Provide administrative support to the HR Manager and HR department.
2. Prepare reports, spreadsheets, and correspondence.
3. Maintain confidentiality and comply with HIPAA and privacy requirements.
4. Assist with special projects and other HR-related duties as assigned.

Skills and Qualifications

1. Associate's degree in Human Resources, Business Administration, or a related field preferred.
2. Minimum one (1) year of HR administrative experience preferred; healthcare or home care experience is a plus.
3. Experience with employee records, benefits administration, compliance tracking, or onboarding preferred.
4. Familiarity with HRIS systems and document management systems.
5. Ability to learn and effectively use HR technology, including HRIS, ATS, timekeeping, and scheduling systems.
6. Proficiency in Google Workspace (Docs, Sheets, Drive, Gmail, Calendar) and Microsoft Office.
7. Basic knowledge of employment laws and HR practices preferred.
8. Excellent organizational, multitasking, and follow-up skills.
9. Strong communication and customer service skills.
10. Ability to maintain confidentiality and handle sensitive information appropriately.
11. Fast and accurate typing and data entry skills.

Physical Demands

1. Must be able to manage multiple priorities in a fast-paced environment.
2. Must demonstrate sound judgment and communicate clearly and effectively.
3. Frequently required to sit, walk, and use computers for extended periods.
4. Occasionally required to stand, reach, and perform filing or document management tasks.

Work Environment

1. Moderate office noise level.
2. Occasional local travel may be required for recruiting events, orientations, or HR-related activities.
3. Primarily office-based work environment with regular use of computers and HR systems.

Note: These statements are intended to describe the general nature and level of work involved in this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required.

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