Employee Files Specialist

HOLISTIC BEHAVIORAL HEALTH LLC; Durham (NC); On-site; USD 38,000 - 56,000; Full time

Job summary

Holistic Behavioral Health LLC in Durham, NC seeks an organized Employee Files Specialist to support onboarding, maintain personnel files, and assist with daily HR tasks. The role requires independence, discretion with confidential information, and the ability to manage multiple priorities.

You will coordinate onboarding activities, create and maintain accurate files, and help with interviews, offers, and orientation.

Qualifications

• High school diploma or equivalent; Associate or Bachelor's degree preferred.
• 1+ year HR/onboarding or administrative support experience recommended.
• Healthcare/behavioral health experience is a plus.
• Strong organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Excellent written and verbal communication skills.

Responsibilities

• Coordinate onboarding for new employees, including distributing paperwork and tracking completion.
• Create, organize, and maintain accurate electronic and physical employee files.
• Review files for missing, incomplete, or expired documents and follow up with employees.
• Track required training, certifications, licenses, and other employment documentation.
• Assist with interview scheduling, offers, orientation, and candidate/new hire communications.
• Maintain onboarding checklists and provide status updates to HR leadership.
• Enter/update employee information in HR/payroll systems.
• Support employee changes and offboarding documentation as directed.
• Respond to routine employee questions and escalate issues to HR leadership.
• Assist with personnel file audits and other administrative HR tasks.

Skills

Onboarding coordination

Document management

Multi-tasking

Communication

Education

High school diploma

Associate or Bachelor's preferred

Tools

Microsoft Office

Adobe Acrobat

Job description

About the Position

Holistic Behavioral Health is seeking an organized, detail-oriented Employee Files Specialist to support employee onboarding, maintain personnel files, and assist with daily human resources tasks. This position requires someone who can work independently, follow up consistently, and handle confidential information with discretion.

Responsibilities

• Coordinate onboarding for new employees, including distributing paperwork, collecting required documents, and tracking completion.
• Create, organize, and maintain accurate electronic and physical employee files.
• Review personnel files for missing, incomplete, or expired documents and follow up with employees.
• Track required training, certifications, licenses, and other employment documentation.
• Assist with interview scheduling, offer letters, orientation, and communication with candidates and new hires.
• Maintain onboarding checklists and provide status updates to HR leadership.
• Enter and update employee information in designated HR and payroll systems.
• Support employee changes and offboarding documentation as directed.
• Respond to routine employee questions and refer matters requiring further review to HR leadership.
• Assist with personnel file audits and other administrative HR tasks.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree in human resources, business administration, or a related field preferred.
• At least one year of experience in human resources, employee onboarding, personnel records, or administrative support preferred.
• Behavioral health or healthcare experience is a plus.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities, meet deadlines, and follow through without frequent reminders.
• Clear written and verbal communication skills.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel and Adobe.
• Ability to handle sensitive employee information confidentially and professionally.
• Availability to work in office during the assigned schedule.

Holistic Behavioral Health is an equal opportunity employer.