Human Resources (HR) Assistant/Office support (bilingual)

Job Description

Job Description

The HR Associate keeps Open Hearts audit-ready by managing the full employee lifecycle — recruiting, screening, onboarding, credentialing, personnel files, and policy enforcement — for clinical and administrative staff. This role works closely with the Clinical Nurse Director and office staff to make sure every caregiver is fully cleared before their first shift and stays compliant with Pennsylvania Department of Health, DHS (OLTL and ODP), Medicare Conditions of Participation, and managed care organization (MCO) requirements, including Electronic Visit Verification (EVV).

Essential Duties and Responsibilities

Recruiting and Hiring

• Post openings, screen applicants, and schedule interviews for HHAs, PCAs/DSPs, LPNs, RNs, therapists, and office staff.

• Verify certificates, licenses, and references before any offer becomes final; track provisional hires to completion.

• Prepare offer letters and coordinate start dates with scheduling/staffing coordinators.

Pre-Employment Screening and Credentialing

• Process PA State Police criminal history checks, FBI fingerprinting (when required), and PA Child Abuse clearances for pediatric/ODP staff.

• Run OIG/LEIE, SAM, PA Medicheck, and state license verifications at hire and on a monthly schedule.

• Coordinate health screenings, TB testing, and physical clearance forms per the Medical Director's standing order.

• Track expiring licenses, CPR, clearances, and certifications, and notify staff and supervisors at least 30 days before expiration.

Onboarding and Orientation

• Complete the new hire processing checklist, I-9/E-Verify, W-4/PA withholding forms, and payroll setup.

• Schedule orientation, HHA/OLTL training and competency testing, and ODP Chapter 6400 training requirements.

• Set up new employees in HHAexchange and Axxess and train them on EVV clock-in/clock-out before their first visit.

• Maintain the staff onboarding tracker so no employee is scheduled until their file is complete.

Personnel Files and Audit Readiness

• Maintain complete, organized personnel files (paper and electronic) that meet DOH, DHS, Medicare, and MCO standards.

• Run monthly internal file audits and correct gaps before state surveys, MCO audits, or credentialing reviews.

• Pull and assemble personnel documentation on request for surveyors, auditors, and payers.

Compliance and Policy Enforcement

• Monitor EVV compliance reports and follow up with staff on missed or late punches.

• Track attendance points, call-offs, and tardiness under the attendance policy; prepare verbal, written, and final warnings for supervisor review.

• Distribute policy updates and collect signed acknowledgments from all staff.

• Track annual in-service hours, competency evaluations, and performance evaluations.

Employee Relations and Records

• Serve as first point of contact for employee questions on policies, time off, and benefits.

• Document employee concerns and incidents and escalate to the CEO/Clinical Nurse Director.

• Process separations: exit paperwork, final pay coordination, system access removal, and file closeout.

• Respond to employment verification, unemployment claim, and agency information requests on time, under supervisor direction.

• Keep HR records confidential and in line with HIPAA and applicable employment law.

Other

• Support job fairs, recruiting events, and retention efforts.

• Perform other related duties as assigned.

Qualifications

Required

• High school diploma or GED.

• 2+ years of HR, recruiting, or administrative experience, with at least 1 year in home care, home health, or another healthcare setting.

• Working knowledge of PA background check and clearance processes (PSP, FBI, Child Abuse) and OIG/exclusion screening.

• Strong organization and attention to detail; able to manage high-volume hiring without missing documentation.

• Proficiency with Microsoft Office or Google Workspace and electronic signature/form tools (e.g., DocuSign, JotForm).

• Ability to handle confidential information with discretion.

• Clear, professional written and verbal communication.

• Valid PA driver's license and reliable transportation for occasional off-site recruiting events.

• Must pass all pre-employment clearances required of agency staff.

Preferred

• Associate's or bachelor's degree in Human Resources, Business Administration, Healthcare Administration, or related field.

• SHRM-CP, PHR, or aPHR certification.

• Experience with HHAexchange, Axxess, or another home care EVV/EHR system.

• Familiarity with Medicare CoPs (42 CFR 484), OLTL requirements, and ODP Chapter 6400 staffing regulations.

• Bilingual (English/Spanish).