Human Resources Assistant

*Company Overview* Thomas & Lewin Associates, Inc., Quality Care Community Services is dedicated to providing comprehensive services within the Home and Community-Based Services (HCS) program across most regions of. Our organization leverages extensive experience in supporting individuals with intellectual or developmental disabilities through administrative and clinical practices, committed to personalized care and community integration. *Job Summary* We are seeking a highly organized, detail-oriented, and dependable *HR Assistant* to support our Human Resources department with employee and contractor file management, onboarding, compliance, training coordination, background checks, and general HR administrative duties. The ideal candidate will be extremely organized, comfortable working with confidential information, able to manage multiple deadlines, and have strong computer skills, particularly in *Microsoft Office (Excel, Word, PowerPoint)*. A major responsibility of this position will be maintaining accurate and up-to-date employee and contractor files and proactively monitoring required documents, certifications, licenses, insurance, background checks, and other compliance requirements to ensure nothing expires or becomes overdue. *Essential Duties and Responsibilities Employee & Contractor File Compliance* * Maintain accurate, complete, and organized employee and contractor personnel files. * Review files regularly to ensure all required documents are present, properly completed, signed, and current. * Identify missing, incomplete, or expired documentation and follow up with employees/contractors to obtain updated documents. * Monitor expiration dates and proactively request updated documents *before they expire*. * Track documents such as: Work authorization/work permits, Driver’s license, Automobile insurance, Professional licenses and certifications, CPR/First Aid certifications, Required training certificate, Background checks and other required screenings... * Maintain an organized tracking system, including Excel spreadsheets and/or HR systems, to monitor expiration dates and compliance status. * Maintain confidentiality and protect sensitive employee information. *Onboarding* * Assist with the onboarding process for new employees and contractors. * Ensure new hires complete all required employment and onboarding forms. * Review submitted paperwork for completeness and accuracy. * Follow up with new employees regarding missing signatures, documents, or information. * Help coordinate and track required onboarding activities. * Ensure new employees complete all required onboarding steps before beginning work, when applicable. * Maintain onboarding checklists and update employee records in the appropriate systems. *Training Coordination & Tracking* * Assist with coordinating required employee training. * Monitor completion of initial, annual, monthly, and other required training. * Track training deadlines and expiration dates. * Follow up with employees who have incomplete or overdue training. * Ensure training documentation and certificates are properly signed, received, and filed. * Maintain accurate training records in company systems and employee files. * Assist with scheduling training sessions and communicating training requirements to employees. *Background Checks & Compliance Checks* * Assist with conducting and tracking pre-employment background checks and other required screening processes. * Monitor recurring checks that may be required monthly, annually, or at other intervals. * Maintain a tracking system to ensure checks are completed on time and before expiration or renewal deadlines. * Follow up on outstanding or incomplete checks. * Ensure documentation of completed checks is properly maintained in employee files and applicable systems. *Administrative Support* * Assist the HR Manager with day-to-day HR administrative responsibilities. * Prepare, organize, scan, upload, and file HR documents. * Assist with preparing reports, spreadsheets, forms, letters, presentations, and other HR materials. * Assist with audits and internal file reviews. * Help monitor HR deadlines and compliance requirements. * Assist with employee communications and follow-up as needed. * Perform other HR-related duties and special projects as assigned by the HR Manager. *Required Qualifications* * Previous experience in *Human Resources, HR administration, office administration, compliance, or a related field* preferred. * Strong organizational and time-management skills. * Exceptional attention to detail. * Ability to manage multiple deadlines and follow up consistently. * Strong written and verbal communication skills. * Ability to handle confidential and sensitive information professionally. * Strong computer skills and proficiency with *Microsoft Office*, including: * *Microsoft Excel* – required * *Microsoft Word* – required * *Microsoft PowerPoint* – required * Outlook and other Microsoft Office applications * Ability to learn and work with multiple computer systems and software platforms. * Strong data-entry and document-management skills. * Ability to work independently while also working closely with the HR Manager and management team. *Key Skills* * *Highly organized and detail-oriented* * Excellent follow-up skills * Strong Excel and Microsoft Office skills * Time management and prioritization * Confidentiality and professionalism * Problem-solving skills * Clear communication * Ability to meet deadlines * Ability to manage multiple tasks simultaneously * Strong attention to accuracy * Ability to work independently *Additional duties may be assigned based on the needs of the Human Resources department and the organization.* Join our team to contribute to a supportive work environment that values growth, compliance, and excellence in human resources management! Pay: $15.00 - $17.00 per hour Benefits: * Dental insurance * Health insurance * Life insurance * Vision insurance Work Location: In person