Position Description – Human Resources Assistant

JOB SUMMARY: The Human Resources Assistant supports the day-to-day operations of HOPE Family Health’s Human Resources department through payroll processing, employee records management, onboarding, benefits administration, and routine employee support. Working under the direction of the Director of Human Resources, the Human Resources Assistant maintains accurate records, coordinates administrative tasks, and follows established procedures to support timely and consistent service to employees.

PRIMARY DUTIES & RESPONSIBILITIES:

Payroll Processing and Employee Data

Process payroll on the established schedule, including review of time records, PTO entries, deductions, and approved pay changes; obtain required review and approval before payroll submission.
Follow up with employees and Team Leaders on missing time entries, documentation, or approvals; identify discrepancies and coordinate corrections with the Director and appropriate staff.
Enter and maintain authorized changes to employee payroll records, including pay rates, job titles, departments, tax withholding, direct deposit, benefits deductions, and employment status.
Prepare routine payroll and workforce reports, including labor, overtime, PTO balances, headcount, and benefit contributions; coordinate information with Finance as directed.
Respond to routine payroll questions, maintain supporting documentation, and refer unresolved discrepancies or policy questions to the Director.

Employee Records and Administrative Support

File, scan, organize, and maintain personnel, payroll, benefits, and other HR records in the appropriate physical or electronic location; protect confidential information and follow established access and retention procedures.
Track outstanding forms, policy acknowledgments, evaluations, and other required documentation; follow up with employees and Team Leaders on deadlines.
Prepare routine correspondence, forms, employment verification responses, and employee status documentation using approved templates and authorization procedures.
Maintain HR calendars, reminders, and tracking tools; assist with meeting arrangements, materials, and documentation for Team Leader meetings, training, and other HR activities.

Recruitment and Onboarding Support

Assist with approved job postings, application tracking, interview scheduling, and applicant communications.
Coordinate required pre-employment screening and track completion; refer results or concerns requiring a hiring decision to the Director.
Prepare offer and onboarding materials using approved terms and templates; coordinate new-hire paperwork, orientation schedules, and required acknowledgments.
Set up employee records and coordinate onboarding tasks with payroll, benefits, IT, and the hiring department; verify completion of assigned employment eligibility documentation under established procedures.
Assist with offboarding paperwork, benefits notices, records updates, and exit interview scheduling as directed.

Benefits and Employee Support

Assist employees with routine benefits enrollment questions and paperwork; coordinate enrollments, qualifying-event changes, terminations, and open enrollment under established procedures.
Maintain benefit records, verify authorized payroll deductions, and assist with reviewing benefit invoices and resolving discrepancies with Finance or vendors.
Provide approved information about benefits, PTO, and employee support resources, refer questions requiring interpretation or exceptions to the Director.
Assist with leave administration by distributing approved forms, tracking receipt and deadlines, and maintaining confidential documentation. Refer leave requests and accommodation needs to the Director for evaluation and decisions.

HR Projects and Department Support

Compile information and prepare materials for employee surveys, training, compensation reviews, policy updates, and other projects assigned by the Director.
Help distribute approved policies, training materials, and employee communications; track completion of related tasks.
Gather records for audits, unemployment matters, workers’ compensation processes, and other compliance activities as directed.
Promptly refer employee complaints, conduct concerns, and sensitive personnel matters to the Director.

SCOPE OF RESPONSIBILITY

The Human Resources Assistant performs administrative work using established procedures and approved instructions. The Director of Human Resources retains responsibility for policy interpretation, employment law guidance, employee relations investigations, disciplinary and termination decisions, compensation decisions, and leave or accommodation determinations. The Human Resources Assistant may gather information and prepare documentation to support this work but does not independently approve exceptions or make these decisions.

INTERMITTENT DUTIES:

Performs other duties as assigned by Team Leader to support departmental operations and organizational needs.

OFF-SITE WORK:

Off-site work is not a requirement of this position.
With prior Team Leader approval, various job tasks may be completed remotely. These may include, but are not limited to: trainings, conferences, meetings, and daily activities that need to be completed by a deadline.
Off-site work classification and arrangements will be reviewed by the Team Leader at hire, during annual performance evaluations, and as needed throughout the year.

SKILLS/QUALIFICATIONS:

High school diploma or equivalent required; coursework or an associate degree in human resources, business, accounting, or a related field preferred.
Minimum of two years of relevant administrative, payroll, or HR experience required; healthcare experience helpful.
Strong attention to detail, organizational skills, and ability to meet recurring deadlines and handle confidential information with discretion.
Clear written and verbal communication skills; ability to assist employees professionally and collaborate across departments.
Proficiency with Microsoft Word, Excel, and Outlook; experience with a payroll or HR information system preferred.

PERSONAL ATTRIBUTES:

The ideal candidate will consistently demonstrate the following qualities:

Trustworthiness and integrity
Respect for patients, colleagues, and community members

Cultural humility and sensitivity to diverse backgrounds
Flexibility and adaptability in a dynamic healthcare environment
Strong work ethic and commitment to excellence
Compassionate and patient-centered approach to care

WORKING CONDITIONS & PHYSICAL DEMANDS:

This role functions primarily in a professional office or clinical environment with occasional travel between HOPE sites.
Occasional extended hours may be required based on organizational needs.
Potential exposure to health hazards, including body fluids, within the healthcare setting.
Must be able to communicate effectively in English, both verbally and in writing; fluency in a second language is helpful but not required.
Requires sufficient vision and hearing to perform duties and communicate by phone and in person.
Occasionally required to lift or move items up to 25 pounds..

Note: This job description is intended to convey information essential to understanding the scope of the Human Resources Assistant position. It is not intended to be an exhaustive list of qualifications, duties, or responsibilities, as other duties may be assigned as needed.

This job description follows the Americans with Disabilities Act (ADA) and the Fair Labor Standards Act (FLSA) (May 1995)

HOPE Family Health Services is an equal opportunity employer who complies with applicable State and Federal civil rights laws and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran or disability status.

Many positions at HOPE Family Health Services are funded in-part or in-whole by State or Federal Department of Health and Human Services funding and as such, our organization cannot employ individuals with certain criminal backgrounds or who are on State or Federal exclusion or debarment lists.

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