Human Resources Coordinator

Phoenix House Orange County, Inc.; Northern (KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Phoenix House Orange County, Inc. is seeking an HR Coordinator to manage preboarding and onboarding for new hires. This onsite role ensures accurate records, credential tracking, and compliance with organizational policies and applicable laws.

You will serve as the main point of contact for new hires and managers, coordinating documentation, background checks, I-9 processes, and training logistics. The position requires strong organization, confidentiality, and the ability to manage multiple

Qualifications

• High school diploma or GED required.
• Bachelor's degree in HR or related field preferred.
• Two years HR, onboarding, or credentialing experience required.

Responsibilities

• Coordinate the preboarding process for newly hired employees from offer acceptance through the first day.
• Initiate and track background checks, reference checks, credential verification, and other applicable hiring requirements.
• Communicate with new hires regarding required documentation, outstanding items, deadlines, and next steps.
• Coordinate the collection and completion of new-hire paperwork, ensuring all required forms are submitted accurately and timely.
• Maintain complete and organized electronic personnel files in accordance with established recordkeeping procedures.
• Maintain complete and organized electronic personnel files in the document management systems.
• Support the timely completion and retention of employment eligibility verification documents, including Form I-9, in accordance with applicable requirements.
• Maintain an accurate and current tracking system for employee licenses, credentials, registrations, certifications, and other required qualifications.
• Monitor expiration dates and send timely reminders to employees and supervisors regarding upcoming renewals and documentation deadlines.
• Collect and maintain copies of required credentials and supporting documentation in designated employee files or tracking systems.
• Verify credentials through appropriate issuing boards, licensing authorities, registries, or other authorized verification sources
• Monitors the HR Helpdesk and assigns tickets to ensure timely responses to employees.
• Assist with HR administrative projects, personnel file audits, and department initiatives as assigned.
• Support the development and maintenance of onboarding procedures, templates, checklists, and standard operating procedures.
• Assist with preparing documentation for employee file reviews, compliance audits, and organizational reporting.
• Coordinates monthly New Employee Orientation (NEO) and CPR/First Aid training.
• Assist with preparing responses to subpoena for records.
• Attends all required staff training sessions in accordance with Phoenix House and state licensing requirements and completes all training on time.
• Attends and participates in program and all staff meetings.
• Adheres to and promotes the Phoenix House Mission, Vision, and Values while acting as a role model for others.
• Other duties as assigned.

Skills

Organizational skills

Attention to detail

Communication skills

MS Office proficiency

Confidentiality

Team collaboration

Education

Bachelor's degree in human resources or related field

Two years administrative, human resources, onboarding, or credentialing experience

Tools

UKG HRIS

Job description

This is an onsite position: Monday-Friday; 8:00am-4:30pm

POSITION SUMMARY

The Human Resources Coordinator is responsible for coordinating and administering the preboarding and onboarding processes for newly hired employees, maintaining accurate employee records, and monitoring required credentials, licenses, certifications, and employment documentation. This position ensures that all required hiring documents, background clearances, credential verifications, and onboarding requirements are completed, documented, and maintained in accordance with organizational policies, applicable federal and California employment laws, and program-specific regulatory requirements.

The HR Coordinator serves as a key point of contact for new hires, hiring managers, and internal HR team members to facilitate a timely, organized, and positive employee onboarding experience. The position requires strong attention to detail, organization, follow-through, confidentiality, and the ability to manage multiple deadlines in a fast-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Coordinate the preboarding process for newly hired employees from offer acceptance through the employee’s first day of employment.
• Initiate and track required pre-employment activities, including background checks, reference checks, credential verification, and other applicable hiring requirements.
• Communicate with new hires regarding required documentation, outstanding items, deadlines, and next steps.
• Coordinate the collection and completion of new-hire paperwork, ensuring all required forms are submitted accurately and timely.
• Maintain complete and organized electronic personnel files in accordance with established recordkeeping procedures.
• Maintain complete and organized electronic personnel files in the document management systems.
• Support the timely completion and retention of employment eligibility verification documents, including Form I-9, in accordance with applicable requirements.
• Maintain an accurate and current tracking system for employee licenses, credentials, registrations, certifications, and other required qualifications.
• Monitor expiration dates and send timely reminders to employees and supervisors regarding upcoming renewals and documentation deadlines.
• Collect and maintain copies of required credentials and supporting documentation in designated employee files or tracking systems.
• Verify credentials through appropriate issuing boards, licensing authorities, registries, or other authorized verification sources
• Monitors the HR Helpdesk and assigns tickets to ensure timely responses to employees.
• Assist with HR administrative projects, personnel file audits, and department initiatives as assigned.
• Support the development and maintenance of onboarding procedures, templates, checklists, and standard operating procedures.
• Assist with preparing documentation for employee file reviews, compliance audits, and organizational reporting.
• Coordinates monthly New Employee Orientation (NEO) and CPR/First Aid training.
• Assist with preparing responses to subpoena for records.
• Attends all required staff training sessions in accordance with Phoenix House and state licensing requirements and completes all training on time.
• Attends and participates in program and all staff meetings.
• Adheres to and promotes the Phoenix House Mission, Vision, and Values while acting as a role model for others.
• Other duties as assigned.

EDUCATION/EXPERIENCE/CREDENTIALS

• High school diploma or GED required.
• Bachelor's degree in human resources or related field and/or equivalent experience preferred.
• Two years of administrative, human resources, onboarding, or credentialing experience required.
• Must obtain TB test clearance and update on a yearly basis.

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrated commitment and adherence to Phoenix House Mission, Vision, and Values: I CARE For– Integrity, Collaboration Appreciation, Respect, Excellence, and Forward-Thinking.
• Experience with HRIS platforms and electronic document management systems preferred; UKG experience is a plus.
• Strong organizational skills and exceptional attention to detail.
• Ability to develop and maintain accurate tracking logs, spreadsheets, and compliance reports.
• Ability to handle confidential employee information with discretion and professionalism.
• Ability to work well in a team setting; however, able to perform effectively by themselves with minimal supervision.
• Very effective oral and written communication skills sufficient to write comprehensive reports and policies, study and interpret legal documents, develop/implement presentations for management and staff, and represent the organization to vendors.
• Proficiency in MS Office systems.
• Ability to work effectively in a fast-paced changing environment.
• Excellent time management skills with a proven ability to meet deadlines.
• Working understanding of human resource principles, practices, and procedures.
• Ability to model positive behavior and demeanor.
• Ability to be flexible, problem solver, self-directed, customer service-oriented, and collaborative.

Mental Demands

Ability to actively engage with clients in a substance abuse and mental health treatment environment. Stress tolerance; working in rural and/or urban environments, participating in client treatment outcomes. Memory and learning; ability to maintain in a constantly changing environment. Emotional intelligence; includes crisis intervention. Work environment: travel may be required (varies by location), in-office work.

Physical Demands

Ability to lift and move object as much as 25 pounds with or without assistance, can require extended periods of sitting, standing, walking, or being on your feet especially in the clinical and residential settings. May need to participate in outdoor or recreational activities with clients. Occasional repetitive tasks. Ability to conduct First Aid and CPR in the event of an emergency. Required to undergo regular health screenings such as but not limited to TB test, Covid testing, vaccinations, etc.

Equal Opportunity Employer
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