Human Resources Assistant

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OtherAssistant

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Quick Summary

Key Responsibilities

Human Resources Support & Administration Personnel Record Management: Independently maintain, audit, and organize personnel files to ensure compliance with Provider

Requirements Summary

Proactively review applications and contact potential candidates for interviews. Compile new hire packets, conduct reference checks, and autonomously track onboarding documentation to completion.

Technical Tools

OtherAssistant

What We Offer

~1 min read

The Human Resources Assistant serves as the frontline support for employee inquiries, providing essential administrative, HR, and financial assistance to the Developmental Disabilities Program (DDP). Providing support proactively, this position handles day-to-day HR workflows—including background checks, employee clearances, pre-hire certifications, recruitment coordination, onboarding, and benefits documentation—alongside Accounts Payable functions (such as petty cash and invoice processing).

This role requires exceptional attention to detail, numerical and organizational accuracy, and the ability to anticipate departmental needs, resolve routine inquiries autonomously, and communicate effectively across all levels of the department.

Responsibilities

~1 min read

Personnel Record Management: Independently maintain, audit, and organize personnel files to ensure compliance with Provider Qualifications and Licensing requirements. Proactively identify and correct missing documentation for new hires, status changes, and terminations.

Recruitment & Onboarding Lifecycle:

Proactively review applications and contact potential candidates for interviews.
Compile new hire packets, conduct reference checks, and autonomously track onboarding documentation to completion.
Prepare comprehensive materials for employee orientation, training sessions, and job fairs.
Manage candidate communications, including sending rejection notification and updating databases/trackers in a timely manner.

Benefits & Compliance Tracking: Coordinate and process benefit documentation, including Workers' Compensation and Disability claims. Proactively track staff physical and compliance metrics using the Vairkko database, alerting management to upcoming expirations well in advance.

Data Entry & Analytics: Perform general data entry and generate routine HR reports and metric analyses.

Proactive Tracking & Logging: Independently manage, update, and submit tracking logs, Employee Referrals, and PTO reports to the HR Manager and Executive Program Director on schedule.

Financial Processing: Support DDP Accounts Payable, including processing petty cash requests and reviewing invoices for accuracy to ensure prompt vendor payments by the AP Specialist.

General Office Back-Up: Provide reliable back-up support to the Office Manager (e.g., answering phones, managing mail distribution, and checking office voicemails).

Special Projects: Execute special projects and generate ad-hoc reports independently as assigned by the HR Manager and Executive Program Director.

The above list of job duties is not exclusive or exhaustive, and the candidate will be required to undertake such tasks as may reasonably be expected within the scope of the post.

Requirements

~2 min read

Education & Experience: High school diploma required, plus a minimum of two years of Human Resources and accounts payable or secretarial experience. An Associate’s or Bachelor’s degree in a related field is a plus.
Independent Working & Proactive Mindset: Demonstrated ability to work autonomously, prioritize competing tasks, anticipate administrative bottlenecks, and propose effective solutions.
Detail Orientation & Accuracy: Rigorous commitment to accuracy, particularly regarding data entry, personnel files, tracking logs, and financial calculations/numbers.
Technical Proficiency: Experience utilizing HR and financial databases (e.g., Dayforce, UKG, Vairkko) and strong proficiency in Microsoft Office applications (Excel, Word, Teams, Outlook).
Communication & Interpersonal Skills: Excellent written and verbal communication skills, and acting as a welcoming, professional frontline resource for staff questions and general inquiries.
Organizational Agility: Exceptional tracking and multi-project management skills, and filing skills, with a proven ability to meet strict deadlines in a fast-paced environment.
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