HR Assistant/Secretary

Rehoboth Elderly Care

HR Assistant / Secretary

Location: Baldwin, New York

Reports To: Administrator / Office Manager

Classification: Full-Time

Schedule: Monday–Friday, office-based

Position Summary

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.

Key Responsibilities

Front Office & Secretarial Duties

• 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

Recruitment & Onboarding

• 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

Employee Files & Compliance

• 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 escalate performance, attendance, or compliance concerns to management

Payroll & Benefits Support

• 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

Employee Relations & HR Administration

• 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 and growth

Qualifications

Required

• High school diploma or equivalent; associate's or bachelor's degree in human resources, business, or a related field preferred
• 1–2 years of experience in an HR, secretarial, or administrative role (home care, home health, or medical office experience a plus)
• Strong secretarial and office skills: typing, filing, phone etiquette, and proficiency with Microsoft Office (Word, Excel, Outlook)
• Ability to handle sensitive information with absolute confidentiality and professionalism
• Working knowledge of New York State home care aide requirements, or willingness to learn quickly
• Ability to pass all required background checks
• Excellent organizational skills and attention to detail with the ability to juggle multiple priorities
• Warm, patient, professional demeanor with strong verbal and written communication skills

Preferred

• Prior HR experience in a home care, home health, or healthcare staffing setting
• Experience with home care scheduling/EVV software (e.g., HHAeXchange) and payroll systems
• Familiarity with NYS Home Care Worker Registry, DOH survey requirements, and aide training regulations
• Bilingual abilities a plus (e.g., Spanish, Haitian Creole)

Physical & Work Requirements

• Office-based position in Baldwin, NY
• Ability to sit for extended periods and use standard office equipment
• Occasional lifting of office supplies and files (up to 20 lbs)

Compensation & Benefits

• Competitive salary based on experience
• [Insert benefits: health insurance contribution, PTO, holidays, 401(k), etc.]

Rehoboth Elderly Care is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, or gender identity