HR Assistant

About Delaware Guidance Services

Delaware Guidance Services for Children and Youth, Inc. (DGS) is the largest provider of outpatient behavioral health services to children and families in Delaware. We operate offices in Wilmington, Newark, Dover, Lewes, and Seaford, and we are the only statewide not-for-profit outpatient behavioral health organization for children and adolescents accredited by JCAHO. In 2020, we were honored as a Compassionate Champion for our dedication to serving youth and families using a trauma-informed approach.  

Through DGS, clients and families have access to outpatient counseling, group therapy, parent-child interaction therapy, and school-based services. Our community-based service lines serve youth and families who require a more intense therapeutic protocol. DGS’ 24-hour statewide Mobile Response and Stabilization Services (MRSS) dispatches skilled crisis intervention clinicians to provide immediate care to children experiencing behavioral health crises. Therapeutic options are available for a wide range of diagnoses including depression, anxiety, mood disorders, eating disorders, traumatic stress-related disorders, and suicidal ideation. In 2021, DGS clinicians provided over 54,000 direct care hours to children, youth, and families in Delaware. Over 93% of clients report improvement in their level of functioning following treatment, and therapeutic benefits derived from trauma-informed care extend to clients’ siblings, caregivers, classmates, and peers.  

Our client population is racially and ethnically diverse; 80% of DGS clients are Medicaid recipients and 90% have household incomes under $30,000. Many of our clients present with significant treatment challenges including learning impacts due to missed school and negative economic impact due to parental missed work. We provide care to anyone in need, regardless of insurance status or ability to pay for care. DGS also provides services specifically tailored to meet the unique behavioral health care needs of child welfare-involved families and foster youth

Why Work at Delaware Guidance Services? 

DGS strives to build a collaborative, flexible, and client-focused work environment. Employee wellness is a top priority. In addition to offering flexible work arrangements, DGS offers a comprehensive and competitive employee benefits package including the following:

• Competitive Compensation
• Incentive Pay for Specific Roles
• Generous Paid Time Off (starting at 44 days of paid leave a year)
• Up to 6% Annual Contribution to Your Retirement Fund
• Free Professional Development Opportunities
• Medical, Dental and Vision Insurance 
• Life and Long-term Disability Insurance

Position Highlights:

• Generous benefits and time off policies
• Ability to work with children through a mission driven organization

Summary/objective 

The Human Resources Assistant will directly assist the HR Department with a wide range of administrative duties and functions related to HR compliance, recruiting, payroll, onboarding/ orientation, and employee benefits. Confidentiality is of the utmost importance.

Essential functions:

HR General Responsibilities

• Maintain all personnel records in compliance with company & federal policies and procedures, including opening and closing of personnel files, completing employee changes, requesting & tracking new documentation as needed to keep personnel file up-to-date
• Monitor HR Mailbox ensuring that all requests are actioned within 24 hours 
• Maintain the highest level of confidentiality, and understand its importance

Employee Life-Cycle

• Process all new hire paperwork, complete all verifications and background screenings
• Creation and distribution/mailing of new hire and separation letters
• Perform verification of employment duties for DGS and outside organizations
• Update HR databases with new employee information, including pay information and other pertinent employee data
• Input and update employee records in EHR
• Review, process, and submit Status Change Forms to all necessary internal staff
• Support onboarding process to ensure that all required employment documents are completed, processed, and filed in the designated location (e.g., personnel file)
• Conduct exit interviews in accordance with standard policy and practice
• Process all employee changes and terminations through HRIS and administer COBRA
• Reset employee passwords to HRIS, as needed
• Maintain the highest level of confidentiality, and understand its importance

Employee Records

• Complete requests from outside agencies for employment related data
• Maintain all personnel records in compliance with company & federal policies and procedures, including opening and closing of personnel files, requesting & tracking new documentation as needed to keep personnel file up-to-date
• Assist in filing HR related documents within HRIS 
• Support with internal staff privileging, corresponding with clinicians, and maintaining and updating privileging files
• Track & maintain clinical licenses, DEAs, CSDs, CEUs, CMEs and malpractice insurance certification in CSEC Staff Files
• Maintain and track employee trainings and professional development

General Responsibilities

• Uphold professional standards of treatment and the mission of the organization
• Maintain a quality code of conduct, ethics and professionalism 
• Provide goal-directed and team-oriented services 
• Communicate effectively and professionally with all stakeholders 

Competencies/ Capabilities:

• Reliability & Flexibility 
• Customer Service
• Written and Verbal Communication
• Initiative/Drive, Results Oriented
• Employee Relations

Supervisory responsibilities: None

Work environment: Office-based, Wilmington, Delaware, Partial telecommuting with approval

Physical demands: 

• Prolonged periods of sitting at a desk and working on a computer 
• Must be able to lift up to 15 pounds at times

Travel required: None

Minimum qualifications:

• Associates degree or 2+ years professional experience
• Proficient in Microsoft Office and internet applications
• Ability to prioritize tasks and handle multiple assignments simultaneously
• Ability to maintain confidentiality

Preferred qualifications:

• Bachelor’s degree
• Administrative experience

EEO: 

Delaware Guidance Services is an Equal Opportunity Employer 

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Other duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.