HR Assistant/Secretary
20 days ago
Baldwin
Job Description Rehoboth Elderly Care HR Assistant / Secretary Location: Baldwin, New York Reports To: Administrator / Office Manager Classification: Full-Time Schedule: Monday–Friday, office-based 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 ResponsibilitiesFront 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 assignedRecruitment & 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 systemsEmployee 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 managementPayroll & 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 recordsEmployee 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 growthQualificationsRequired, • 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 skillsPreferred, • 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
