Position Summary

Rehoboth Elderly Care is seeking an organized, dependable, and personable HR Assistant / Secretary to serve as the administrative backbone of our Baldwin, NY office. This dual role combines front-office secretarial support with hands-on human resources administration: managing phones and correspondence, recruiting and onboarding home care aides, maintaining audit-ready personnel files, and ensuring all caregivers remain in full compliance with New York State Department of Health training, credentialing, and documentation requirements. The ideal candidate is a detail-oriented multitasker who is equally comfortable managing paperwork and building warm, professional relationships with staff, applicants, clients, and families.

Key Responsibilities

Front Office & Secretarial Duties

Answer and route all incoming calls professionally; serve as the welcoming first point of contact for employees, applicants, clients, families, and visitors
Manage the office calendar, appointments, meetings, and correspondence (mail, email, faxes)
Prepare, type, copy, scan, and file documents, letters, memos, and reports
Maintain organized, up-to-date paper and electronic files in compliance with HIPAA and confidentiality standards
Order and track office supplies and ensure office equipment is functioning
Take meeting minutes and assist management with administrative projects as assigned

Recruitment & Onboarding

Post job openings, screen applications, and schedule interviews for home care aides and office staff
Respond to applicant inquiries and guide candidates through the application and hiring process
Collect and verify all pre-employment documentation, including identification, work authorization (I-9), references, HHA/PCA training certificates, and health assessments
Process criminal background checks and verify aides through the NYS Home Care Worker Registry prior to placement
Conduct or coordinate new hire orientation and ensure completion of all onboarding paperwork, policies, and acknowledgments
Set up new employees in payroll, scheduling/EVV, and HR systems

Employee Files & Compliance

Create and maintain complete, audit-ready personnel and compliance files for all employees in accordance with NYS Department of Health survey standards
Track and document completion of required annual in-service training hours for all aides
Monitor expiration dates for certifications, physicals, TB tests, and other credentials; notify employees and schedule renewals before lapses occur
Coordinate and help arrange in-service training sessions and skills refreshers
Prepare files and documentation for state surveys, audits, and accreditation reviews
Document and escalate performance, attendance, or compliance concerns to management

Payroll & Benefits Support

Collect, verify, and submit timesheets and visit verifications (EVV) for payroll processing
Assist with resolving employee payroll questions and discrepancies
Support benefits enrollment and answer basic employee questions about policies, benefits, and time off
Track employee attendance, PTO, and leave requests; maintain accurate records

Employee Relations & HR Administration

Serve as a friendly, professional point of contact for employee questions and concerns, escalating issues to management as appropriate
Assist with employee communications, announcements, staff meetings, and recognition activities
Support disciplinary documentation, incident reports, and termination paperwork under management direction
Process employment verifications, unemployment paperwork, and workers' compensation documentation
Help maintain and update the employee handbook, HR forms, and agency policies
Track HR metrics such as hiring, turnover, and compliance rates; prepare reports for management
Perform other duties as assigned to support agency operations and growth

Qualifications

Required

High school diploma or equivalent; associate's or bachelor's degree in human resources, business, or a related field preferred
1–2 years of experience in an HR, secretarial, or administrative role (home care, home health, or medical office experience a plus)
Strong secretarial and office skills: typing, filing, phone etiquette, and proficiency with Microsoft Office (Word, Excel, Outlook)
Ability to handle sensitive information with absolute confidentiality and professionalism
Working knowledge of New York State home care aide requirements, or willingness to learn quickly
Ability to pass all required background checks
Excellent organizational skills and attention to detail with the ability to juggle multiple priorities
Warm, patient, professional demeanor with strong verbal and written communication skills

Preferred

Prior HR experience in a home care, home health, or healthcare staffing setting
Experience with home care scheduling/EVV software (e.g., HHAeXchange) and payroll systems
Familiarity with NYS Home Care Worker Registry, DOH survey requirements, and aide training regulations
Bilingual abilities a plus (e.g., Spanish, Haitian Creole)

Physical & Work Requirements

Office-based position in Baldwin, NY
Ability to sit for extended periods and use standard office equipment
Occasional lifting of office supplies and files (up to 20 lbs)

Compensation & Benefits

Competitive salary based on experience
[Insert benefits: health insurance contribution, PTO, holidays, 401(k), etc.]

Rehoboth Elderly Care is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, or gender identity

Learn more about this Employer on their Career Site

HR Assistant/Secretary