HR Assistant

The Human Resources Assistant is responsible for tracking HR compliance and related documentation to regulatory bodies that oversee ASC in accordance with federal and state requirements and ASC best practices. The HR Associate is the database administrator and is responsible for maintaining up to date information for employee files and ASC compliance.

Areas of Responsibility:
A.    Applicants & Onboarding – Verifies candidate files are in compliance to ASC, regulatory bodies, federal and state requirements.
1.    Assists HR Manager with applicant onboarding as needed.
2.    Reviews file for missing items; becomes the gatekeeper of the files and ensures all documentation is received prior to NEO.
3.    Updates tracking spreadsheet within Google sheets for each candidate and provides updates for HR Director as needed with any concerns.
4.    Contacts previous employers for verification of employment through call or fax.
5.    Ensures candidate is accurately entered into the HRIS system and EE file is scanned into recordkeeping system.

B.    Compliance – Ensures that all training certificates are within the employees files and are in compliance with standards set by regulatory agencies.
1.    Conducts audits of HR personnel files and working with the HR Manager and designee updates files accordingly; Responsible for maintenance of files to support ASC compliance with anuual surveys, licenses renewals and ad hoc information requirements for federal state and local rules and regulations, as they become available.
2.    Coordinates and participates in audits, surveys, licensures, management reviews, etc. (e.g., Agency of Persons with Disabilities (APD), Intermediate Care Facilities, Agency of Health Care Administration (AHCA),  Department of Health (DOH), Qlarant, Department of Children and Families (DCF), OSHA, Children’s Service Council (CSC), etc.); ensures the integrity of the documentation being submitted to APD, AHCA and/or other regulatory agencies; ensures plans of corrective action are prepared and implemented in a timely manner.
3.    Promotes a status of continuous readiness in anticipation of surveys and licensures by reviewing employee files 3-4 months ahead of monitoring or survey arrival.

C.    Administrative Departmental Duties 
1.    Performs administrative and clerical tasks to support the HR Department (e.g., typing, filing, copying, notices and other materials for distribution, etc.).
2.    Tracks annual TB clearances in HR database
3.    Completes all previous employment verifications and employee records requests (i.e. paystubs, certificates, etc.)
4.    Assists HR Director and HR Manager with special projects (e.g., set-ups, ideas, follow through, etc.).
5.    Maintains open communications with the HR Director and HR Manager regarding concerns or problems, ideas, teamwork, etc.; assists in resolving challenges to increase productivity and efficiency in the HR Department.
6.    Completes all previous employment verifications and work references; creates verification letters for previous and current employees.
7.    Reviews and completes Emergency PTO payout and sends out accordingly.
8.    Assists HR Manager in creating cerificates for completed trainings.
9.    Creates and sends Dummy files for School
10.   Creates Anniversary/Birthday flyers and cards monthly.
11.   Preforms all filing and scanning for employee files.12.   Assists in additional duties as assigned.

MINIMUM EDUCATION AND WORK EXPERIENCE REQUIREMENTS:

1. High school diploma, associates preferred
2. Minimum of 1-2 years of Administrative/ Clerical experience
3. Experience in non-profit management with working knowledge of AHCA and APD regulations is a plus
4. Computer literate (Microsoft Office & Google Workspace)
5. Possess strong administrative, analytical and organizational skills
6. Ability to maintain confidentiality and instill trust

WORKING CONDITIONS: Primary duties are in an office environment with moderate noise levels.

ESSENTIAL FUNCTIONS:  ASC is in full compliance with the Americans with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will attempt to make reasonable accommodations when necessary. The following are abilities and physical requirements for this position at ASC:

1. 1. Able to lift 50 lbs. safely and appropriately utilizing standard orientation techniques.
   2. May be exposed to short, intermittent, and/or prolonged periods of sitting, standing, and/or squatting in the performance of job duties.
   3. Must be able to hear see, and communicate effectively in writing, using the English language, with or without reasonable accommodation.
   4. Ability to work cooperatively with all levels of staff, exercising effective problem-solving, reasoning, and critical thinking skills.
   5. May be required to accomplish job duties using various types of equipment/supplies to include, but not limited to, pens, pencils, calculators, computer keyboards, telephone, etc.
   6. A moderately sedentary position requiring computer and telephone work.