HR Administrative Assistant

Job Description:

HR Administrative Assistant

Organization: Britelife Recovery Department: Human Resources Reports To: Chief Administrative Officer FLSA Status: Non-Exempt Employment Type: Full-Time, Remote Position

The HR Administrative Assistant provides administrative and operational support to the Human Resources Department for Britelife Recovery, a multi-state substance use and mental health treatment provider. This position supports HR functions across Pennsylvania, South Carolina, New York, and New Jersey by maintaining employee records, assisting with onboarding, tracking credentials and clearances, and supporting regulatory compliance requirements.

The HR Administrative Assistant must maintain strict confidentiality while ensuring accuracy and compliance with state and regulatory requirements applicable to healthcare and substance use treatment providers.

• Maintain electronic and paper personnel files in accordance with company and regulatory standards
• Enter and update employee information in HR systems
• Prepare employment documentation including:
  • Offer letters
  • New hire packets
  • Status change forms
  • Separation documentation
• Maintain HR tracking spreadsheets and logs
• Assist with scheduling HR meetings and interviews
• Provide administrative support to HR leadership
• Maintain organized filing systems

• Coordinate onboarding for new employees across all locations
• Prepare and distribute onboarding paperwork
• Ensure completion of:
  • I-9 forms
  • W-4 forms
  • Direct deposit forms
  • Policy acknowledgments
• Assist with orientation scheduling
• Monitor completion of onboarding requirements
• Ensure all required employment documentation is completed prior to start date when applicable

• Maintain personnel files in compliance with regulatory requirements
• Track required clearances and credentials including:
  • Criminal background checks
  • Child abuse clearances
  • Fingerprinting
  • Professional licenses
  • Certifications
  • TB testing
  • CPR and First Aid
• Monitor expiration dates and notify employees and supervisors of renewals
• Maintain compliance tracking systems
• Ensure required documentation is current and complete
• Assist with personnel file audits

• Assist with posting open positions
• Maintain applicant tracking logs
• Schedule interviews
• Communicate with candidates as directed
• Prepare hiring documentation
• Assist with pre-employment requirements

• Assist with preparation for licensing and regulatory reviews
• Maintain organized documentation for inspections
• Assist with corrective action tracking as requested
• Ensure personnel files meet regulatory standards
• Assist with internal audits

• Respond to routine HR-related questions
• Assist employees with HR forms and documentation
• Provide guidance on standard HR processes
• Direct complex issues to HR leadership
• Provide professional and courteous service to employees

• Maintain strict confidentiality of employee information
• Handle sensitive information appropriately
• Follow all company privacy policies
• Maintain professional boundaries
• Demonstrate ethical and professional conduct
• Comply with all company policies and procedures

• Provide general administrative support to the HR department
• Assist with special HR projects
• Support company initiatives as assigned
• Perform other duties as assigned

• High School Diploma or equivalent required
• Associate degree or Bachelor’s degree preferred

• Minimum of 1 year administrative experience preferred
• Human Resources or healthcare experience preferred
• Experience in multi-site organizations preferred

• Strong organizational skills
• Excellent attention to detail
• Ability to maintain confidentiality
• Strong communication skills
• Ability to prioritize tasks
• Ability to work independently
• Strong time management skills
• Professional demeanor
• Basic knowledge of employment practices preferred

• Microsoft Office (Word, Excel, Outlook)
• Electronic document management
• HRIS systems preferred
• Ability to learn new systems quickly

• Ability to sit for extended periods
• Ability to use a computer and office equipment
• Ability to lift up to 20 pounds occasionally

• Office environment
• Regular interaction with employees and management
• Fast-paced healthcare environment
• Multi-state organization

• Professionalism
• Confidentiality
• Accuracy
• Organization
• Dependability
• Customer Service
• Teamwork
• Initiative