HR Assistant/Secretary

Rehoboth Elderly Care And Companionship; Baldwin (NY); On-site; USD 25,000 - 26,000; Full time

Benefits offered by this job

Competitive salary based on experience

Job summary

Rehoboth Elderly Care is seeking an organized 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

Qualifications

• 1-2 years of HR/secretarial/administrative experience (home care or medical office a plus).
• Strong secretarial skills: typing, filing, phone etiquette, MS Office.
• Ability to handle confidential information with professionalism.
• Willingness to learn NYS home care aide requirements and pass background checks.

Responsibilities

• Front Office & Secretarial Duties: Answer and route calls; manage calendar; prepare and file documents; maintain HIPAA-compliant files; track office supplies; take meeting notes.

Skills

Typing

Filing

Phone etiquette

Microsoft Office

Education

High school diploma or equivalent

Associate's or Bachelor's degree in HR/Business

Tools

HHAeXchange

Payroll systems

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

HR Assistant/Secretary

3 days ago Requisition ID: 1069

Salary Range: $25.00 To $26.00 Annually

Rehoboth Elderly Care

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 elevate 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

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)
• Competitive salary based on experience

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