HR Assistant - Compliance Focused

  

Join a Mission. Build a Future. Save Lives.

At First Steps Recovery, we don’t just offer jobs — we offer purpose. As a leading, accredited behavioral health and substance use disorder treatment facility, our work changes lives daily. If you're driven by compassion, grounded in integrity, and thrive in a supportive, recovery-focused environment, you're exactly who we’re looking for.

When you join First Steps Recovery, you become part of a tight-knit, multidisciplinary team that values empathy, growth, and evidence-based care. Whether you’re working directly with clients or behind the scenes, every role here matters — and every day is an opportunity to make a difference.

Besides being an amazing company to work for, we also offer: 

· Medical, Dental, Vision benefits for full time employees

· PTO / Sick Leave Plans for full time and part time employees

· Free Employee Assistance Program for full time and part time employees

· Free Legal consultations and benefits for full time and part time employees

· Free Life Insurance for full time employees

· Generous 401K program for full time and part time employees

If you're ready to be part of something bigger, we invite you to take your next step with us!

  

Position Summary

The Human Resources Assistant supports the Human Resources department with a primary focus on regulatory compliance, employee records management, onboarding, and credential verification in a behavioral health and substance use disorder treatment environment. This position plays a critical role in ensuring compliance with federal, state, and local employment laws and behavioral health regulatory requirements, including but not limited to DHCS, DMC-ODS, licensing, accreditation, and labor law standards. The HR Assistant assists in maintaining accurate employee documentation, monitoring required certifications and training, supporting audits, and ensuring personnel files meet regulatory and organizational standards. This role requires strong attention to detail, confidentiality, and the ability to work in a fast-paced healthcare environment.

Essential Duties & Responsibilities

Compliance and Regulatory Support

· Maintain employee personnel files in compliance with: 

o California Department of Health Care Services (DHCS) requirements 

o DMC-ODS program standards 

o State licensing regulations for behavioral health facilities 

o Federal and California labor laws 

o Accreditation standards (e.g., Joint Commission, CARF, as applicable) 

· Track and monitor employee compliance requirements, including: 

o Licenses and certifications 

o Background clearances and fingerprinting (Live Scan) 

o TB testing and health screenings 

o CPR / First Aid certification 

o Mandated trainings 

o Continuing education requirements 

· Maintain compliance tracking systems and notify supervisors of upcoming expirations 

· Assist with internal and external audits, licensing inspections, and regulatory reviews 

· Prepare and organize documentation for audits and surveys 

· Ensure personnel records are complete, accurate, and audit-ready at all times 

· Maintain confidentiality of employee records in accordance with HIPAA and privacy regulations 

Recruitment and Onboarding

· Assist with job postings, applicant tracking, and interview scheduling 

· Conduct pre-employment screening processes, including: 

o Employment verification 

o Reference checks 

o Background checks 

o Credential verification 

o Drug testing coordination 

· Prepare new hire paperwork and onboarding packets 

· Ensure completion of all required onboarding documentation, including: 

o I-9 and E-Verify documentation 

o W-4 and state tax forms 

o Policy acknowledgments 

o Compliance training documentation 

· Coordinate employee orientation and onboarding processes 

· Ensure all new hires meet regulatory and licensing requirements prior to start date

Personnel Records and Documentation

· Maintain organized and compliant personnel files in accordance with: 

o California labor law 

o Behavioral health licensing requirements 

o Organizational policies 

· Track and maintain: 

o Attendance documentation 

o Disciplinary actions 

o Performance evaluations 

o Training records 

o Employee status changes 

· Assist with employee file audits and corrective actions as needed 

· Maintain electronic HR systems and databases

HR Operations Support

· Assist with employee communications and policy distribution 

· Support benefits enrollment and changes 

· Process employment status changes (hires, transfers, separations) 

· Assist with employee leave tracking, including: 

o Sick leave 

o FMLA / CFRA 

o Workers’ compensation 

o Disability accommodations 

· Respond to employee inquiries regarding HR policies and procedures 

· Support HR projects and administrative functions 

Qualifications

· High school diploma or equivalent required

· Associate’s degree in Human Resources, Business Administration, Healthcare Administration, or related field preferred

· Minimum 1 year of administrative or HR experience required

· Experience in healthcare, behavioral health, or substance use disorder treatment preferred

· Experience working with confidential records preferred

Core Competencies

· Knowledge of California employment laws and HR compliance requirements

· Familiarity with behavioral health regulatory requirements preferred, including:

· DHCS

· Licensing and certification standards

· Strong organizational and recordkeeping skills

· Excellent attention to detail and accuracy

· Ability to maintain strict confidentiality

· Strong communication and interpersonal skills

· Ability to manage multiple tasks and deadlines

· Proficiency in Microsoft Office and HR information systems

· Experience supporting licensing or regulatory audits

· Experience maintaining compliance tracking systems

· Knowledge of personnel file compliance requirements

Physical & Work Conditions

· Ability to sit, stand, and work at a computer for extended periods

· Ability to lift and carry files or office materials up to 25 pounds

· Ability to maintain regular and reliable attendance

This position operates in a professional healthcare and behavioral health setting. The role may involve interaction with individuals receiving treatment for substance use and co-occurring mental health disorders. Professional boundaries, confidentiality, and adherence to safety protocols are required at all times.

Employees in this position are required to comply with all applicable federal, state, and local laws, regulations, and organizational policies governing behavioral health and substance use disorder treatment services.

Requirements:

- Bachelor's degree in Human Resources, Business Administration, or related field

- 7+ years of experience in HR management, with a proven track record of success

- Strong knowledge of HR best practices, employment laws, and regulations

- Excellent communication and interpersonal skills, with the ability to build relationships at all levels of the organization

- Strong leadership and management skills, with the ability to motivate and develop a team

- Ability to think strategically and develop HR strategies that align with business goals

- Strong problem-solving and decision-making skills

- Ability to work in a fast-paced, dynamic environment and manage multiple priorities simultaneously