Create, maintain, and audit personnel files to ensure accuracy and regulatory compliance.
Verify employment documentation including transcripts, licenses, certifications, references, and clearances.
Audit new-hire files and notify employees and managers of missing documentation within seven (7) days of hire.
Maintain a tracking/tickler system for expiring and required documentation (e.g., evaluations, competencies, CPR, First Aid, PPD, clearances) and notify employees and managers in advance.
Prepare and submit a monthly personnel file compliance report to the HR Director by the 5th of each month.
Provide telephone coverage, answer calls promptly, communicate professionally, and route urgent messages appropriately.
Schedule appointments and coordinate calendars, including communicating changes or cancellations.
Prepare, reproduce, file, and route HR documents accurately and timely; create employee ID badges as needed.
Process incoming and outgoing mail, including overnight deliveries, and escalate urgent correspondence.
Maintain office equipment and supplies; submit service requests and place supply orders in accordance with purchasing policies.
Support training administration by maintaining training records and preparing certificates of completion.
Assist with incident reporting, Workers’ Compensation, and FMLA tracking by maintaining logs and employee communication.
Interact professionally with staff, applicants, patients, and the public while maintaining confidentiality and appropriate boundaries.
Perform other administrative and HR-related duties as assigned.
High school diploma or equivalent required; college coursework in Human Resources or administrative studies preferred.
Minimum of two (2) years of HR or related administrative experience; healthcare experience preferred.
Knowledge of HR compliance, personnel records, and HRIS systems.
Strong organizational, time-management, and prioritization skills.
Excellent verbal and written communication skills with professional telephone etiquette.
Proficiency in Microsoft Office, including Excel; experience with ADP or similar HR systems preferred.
Ability to handle confidential information with discretion and professionalism.
Flexible, detail-oriented, and able to manage multiple priorities in a fast-paced environment.