HR Administrative Specialist

HealthFirst Bluegrass Inc.; Lexington (KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

HealthFirst Bluegrass Inc. is seeking a positive, organized HR Administrative Specialist to join our Human Resources team at our Federally Qualified Health Center in Lexington.

You will help welcome new team members, support staff throughout employment, and ensure smooth HR operations. Responsibilities include recruitment, onboarding, maintaining confidential employee records, HRIS data entry, and coordinating engagement activities.

Qualifications

• Two or more years of HR, payroll, or related administrative experience.
• Experience with HRIS or data systems (ADP preferred).
• Strong customer service and communication skills.
• Attention to detail and organization.
• Proficiency with Microsoft Office.
• A collaborative, positive, team-focused approach.

Responsibilities

• Coordinate pre-employment activities, including background checks, onboarding requirements, and employment documentation.
• Prepare and process offer letters and onboarding paperwork through ADP.
• Schedule and support new hire orientation sessions, ensuring new employees feel welcomed, informed, and connected from their first day.
• Prepare onboarding materials and provide logistical and technical support during orientation programs.
• Partner with hiring managers and departments to ensure a smooth and positive onboarding experience.
• Maintain accurate, complete, and confidential employee records in accordance with organizational policies and regulatory requirements.
• Process personnel actions, including promotions, transfers, status changes, and employment verifications.
• Support HRIS data entry and maintenance to ensure employee information remains accurate and up to date.
• Maintain credentialing, immunization, training, and compliance records, including updates within Relias and other HR systems.
• Assist with audits, reporting, and data quality initiatives to support organizational compliance and continuous improvement.
• Collaborate with the HR team to coordinate employee appreciation events, recognition programs, and activities that foster engagement and a positive workplace culture.
• Assist with creating and distributing communications and recognition materials that celebrate employee contributions and milestones.
• Help create a welcoming and supportive environment where employees feel valued, respected, and connected to our mission.
• Administer the provider peer review process by preparing review packets, tracking completion, maintaining records, and compiling reports for leadership and committees.
• Monitor HR communications and respond to employee and applicant inquiries with professionalism, responsiveness, and excellent customer service.
• Provide administrative support to the HR team through document preparation, record management, data entry, scheduling, and special projects.
• Work collaboratively across departments to support organizational goals, enhance processes, and contribute to team success.
• Participate in HR projects, process improvements, and other initiatives that strengthen employee programs and services.
• Coordinate employee uniform eligibility notifications and distribution processes.
• Create and issue employee identification badges for new hires and replacement requests.

Skills

HRIS

ADP

Customer service

Communication skills

Microsoft Office

Team oriented

Data accuracy

Tools

ADP

Relias

Job description

At our Federally Qualified Health Center (FQHC), we believe that exceptional patient care begins with exceptional people. As a mission-driven organization, we are dedicated to improving the health and well-being of our community by providing compassionate, accessible, and high-quality care to all.

We are seeking a positive, organized, and service-oriented Human Resources Administrative Specialist to join our Human Resources team. In this role, you will be an essential contributor to the employee experience, helping welcome new team members, support staff throughout their employment journey, and ensure the smooth operation of key HR functions. If you are detail-oriented, enjoy helping others, and thrive in a collaborative environment, we'd love to hear from you!

What we're looking for:

• Two or more years of HR, payroll, or related administrative experience.
• Experience with HRIS or data systems (ADP preferred).
• Strong customer service and communication skills.
• Attention to detail and organization.
• Proficiency with Microsoft Office.
• A collaborative, positive, team-focused approach.

What you'll do:

Recruitment, Pre-Employment & Onboarding

• Coordinate pre-employment activities, including background checks, onboarding requirements, and employment documentation.
• Prepare and process offer letters and onboarding paperwork through ADP.
• Schedule and support new hire orientation sessions, ensuring new employees feel welcomed, informed, and connected from their first day.
• Prepare onboarding materials and provide logistical and technical support during orientation programs.
• Partner with hiring managers and departments to ensure a smooth and positive onboarding experience.

Employee Records & HR Operations

• Maintain accurate, complete, and confidential employee records in accordance with organizational policies and regulatory requirements.
• Process personnel actions, including promotions, transfers, status changes, and employment verifications.
• Support HRIS data entry and maintenance to ensure employee information remains accurate and up to date.
• Maintain credentialing, immunization, training, and compliance records, including updates within Relias and other HR systems.
• Assist with audits, reporting, and data quality initiatives to support organizational compliance and continuous improvement.

Employee Engagement & Culture

• Collaborate with the HR team to coordinate employee appreciation events, recognition programs, and activities that foster engagement and a positive workplace culture.
• Assist with creating and distributing communications and recognition materials that celebrate employee contributions and milestones.
• Help create a welcoming and supportive environment where employees feel valued, respected, and connected to our mission.

Administrative & Team Support

• Administer the provider peer review process by preparing review packets, tracking completion, maintaining records, and compiling reports for leadership and committees.
• Monitor HR communications and respond to employee and applicant inquiries with professionalism, responsiveness, and excellent customer service.
• Provide administrative support to the HR team through document preparation, record management, data entry, scheduling, and special projects.
• Work collaboratively across departments to support organizational goals, enhance processes, and contribute to team success.
• Participate in HR projects, process improvements, and other initiatives that strengthen employee programs and services.

Uniform & Badge Coordination

• Coordinate employee uniform eligibility notifications and distribution processes.
• Create and issue employee identification badges for new hires and replacement requests.