Human Resources Assistant

JOB DESCRIPTION

DEPARTMENT: HUMAN RESOURCES

JOB TITLE: HR ASSISTANT

I. BASIC FUNCTION:

The Human Resources Assistant provides administrative and operational support for the Human Resources Department. This position assists with recruitment, onboarding, employee records management, benefits administration, compliance tracking, and employee support. The HR Assistant serves as a key point of contact for employees regarding HR policies, benefits enrollment, and general employment-related inquiries while ensuring confidentiality and compliance with federal, state, and healthcare industry regulations.

II. INTRADEPARTMENTAL RELATIONSHIPS:

Department Officer: Chief Human Resources Officer

Reports to: Human Resources Manager

Supervises: None

III. PRIMARY RESPONSIBILITIES:

1. Human Resources Administration

a. Maintain accurate and confidential employee personnel files and HR records.

b. Process new hire paperwork, employee status changes, and terminations. 

c. Assist with onboarding and orientation for new employees. 

d. Prepare employment verification letters and other HR-related documentation. 

e. Support HR audits and compliance reporting activities.

f. Respond to employee inquiries regarding HR policies, procedures, and practices.

2. Benefits Administration

a. Administer employee benefit programs, including medical, dental, vision, life insurance, 

disability, retirement plans, and wellness programs. 

b. Coordinate benefit enrollments, changes, and terminations. 

c. Assist employees with benefit-related questions and issue resolution. 

d. Maintain benefits records and ensure accurate employee deductions. 

e. Support annual open enrollment activities, including communications and educational sessions. 

f. Reconcile benefit invoices and coordinate with payroll to ensure accurate benefit deductions. 

g. Serve as liaison between employees, insurance carriers, brokers, and third-party administrators. 

h. Monitor compliance with ACA, COBRA, HIPAA, and other applicable benefits regulations.

3. Recruitment and Onboarding Support

a. Assist with posting job openings and maintaining applicant tracking systems. 

b. Assist in coordinating candidate communications. 

c. Conduct reference checks and background screening processes. 

d. Manage orientation program and prepare orientation and onboarding materials. 

e. Coordinate pre-employment requirements, including background checks and education 

verification.

5. Compliance and Reporting

a. Assist in maintaining compliance with FQHC, HRSA, OSHA, HIPAA, and employment law 

requirements. 

b. Monitor mandatory training completion and compliance deadlines. 

c. Prepare HR reports and metrics related to staffing, turnover, benefits, and employee 

demographics. 

d. Maintain records in accordance with organizational policies and record retention guidelines.

6. Employee Relations Support

a. Provide professional and responsive customer service to employees. 

b. Assist HR leadership with employee engagement initiatives and recognition programs. 

c. Support performance management and employee communication activities. 

d. Maintain confidentiality of sensitive employee and organizational information. 

IV. PERIODIC DUTIES:

1. Participates in Health Center staff problem solving groups.

2. Attends and participates in department meetings, etc.

3. Performs other duties as assigned.

V. WORKING RELATIONSHIPS:

1. Inside Health Center: All inclusive.

2. Outside Health Center: Patients/clients, students, vendors, community health agencies, 

hospitals, insurance companies, Medicare/Medicaid, physician offices, etc. 

VI. APPROVED WORK LOCATIONS:

1. Carondelet
2. Dutchtown
3. Forest Park Southeast
4. University City
5. RUNG for Women
6. Places for People
7. Any other approved locations added in the future.

VII. QUALIFICATIONS:

1. Associate degree in Human Resources, Business Administration, Healthcare Administration, or related field required. 
2. Bachelor's degree preferred.
3. Minimum of 2 years of Human Resources administrative experience required. 
4. Experience administering employee benefits programs required. 
5. Experience in a healthcare, community health center, FQHC, or medical environment preferred. 
6. Experience with HRIS and payroll systems preferred.
7. Knowledge of human resources principles and employment regulations. 
8. Understanding of employee benefits administration, including health and retirement plans. 
9. Familiarity with ACA, COBRA, HIPAA, FMLA, and related employment laws.
10. Strong organizational and time management skills. 
11. Excellent verbal and written communication skills. 
12. Ability to maintain strict confidentiality and exercise sound judgment. 
13. Proficiency in Microsoft Office Suite, HRIS platforms, and data entry systems. 
14. Strong customer service orientation and attention to detail.

VIII. PHYSICAL REQUIREMENTS:

1. Prolonged periods of sitting and working on a computer.

2. Ability to occasionally lift up to 20 pounds.

3. Ability to attend meeting and training sessions throughout facility locations as needed.

IX. CONFIDENTIALITY:

Respect for and maintenance of client and staff confidentiality is required. The employee must comply with all applicable federal and state privacy regulations, including the Health Insurance Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA), in all aspects of client care, communication, and recordkeeping within the school-based health setting.

The above responsibilities/duties describe the chief function (requirements) of the job (holder) and are not to be considered a detailed description of every responsibility/duty (requirement) of the job (holder).

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Chief Executive Officer Date

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Job Holder Date

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Supervisor Date

Reviewed/Revised 09/2024