HR Assistant​/Secretary

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3 days ago Requisition

Salary Range: $25.00 To $26.00 Annually

Rehoboth Elderly Care

Reports To:

Administrator / Office Manager

Classification:
Full-Time

Schedule:

Monday-Friday, office-based

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.

• 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 assigned

• 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 systems

• 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 elevate performance, attendance, or compliance concerns to management

• 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 records

• 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…