Position Summary
The HR Assistant supports the Human Resources department in the day-to-day administration of employee-related processes, including onboarding, payroll support, benefits administration, and general HR operations. This role requires strong organizational skills, discretion with confidential information, and comfort working across various HR software systems, including Paychex. The ideal candidate is detail-oriented, tech-savvy, and able to manage multiple priorities in a fast-paced environment.
Essential Duties and Responsibilities
Onboarding
· Assist with the full employee onboarding process, including new hire paperwork, orientation scheduling, and system setup.
· Prepare offer letters, employment contracts, and onboarding materials.
· Coordinate any mailings of company issued items (e.g. ID, laptop).
Employee Records & Administration
· Maintain accurate employee files and HR databases, both physical and digital, ensuring confidentiality.
· Ensure employee records are following company policies and in compliance with federal, state, and local employment laws and regulations.
· Prepare HR-related reports and documentation as needed.
Benefits and Payroll Support
· Assist with benefits administration, including enrollment, changes, terminations, and answering employee inquiries.
· Support payroll preparation by maintaining accurate employee information.
· Track attendance records (via time & attendance system and physical binder management).
Compliance & Policy Administration
· Help ensure compliance with federal, state, and local employment laws.
· Assist in updating employee handbooks and HR policies as needed.
· Support HR audits and compliance reviews.
· Maintain confidentiality of sensitive employee information.
Employee Support
· Serve as a point of contact for general HR questions.
· Respond promptly to employee inquiries and escalate issues to HR leadership when appropriate.
· Assist with employee engagement initiatives and company events.
· Support performance management and training programs.
· Support the HR team with special projects, audits, and administrative tasks as needed.
Qualifications and Requirements
· Bachelor's degree in Human Resources, Business Administration, or related field preferred (or equivalent work experience)
· Experience using Paychex or similar payroll/HRIS platforms strongly preferred
· Proficient in Microsoft Excel (pivot tables, formulas, data entry, and basic reporting)
· Strong organizational, communication, and interpersonal skills.
· Ability to maintain confidentiality and handle sensitive information professionally.
· Working knowledge of basic employment law and HR best practices a plus.
· Experience in Education/Special education agency is a plus.
Key Competencies
- Attention to detail
- Customer service orientation
- Time management and organization
- Solutions Oriented Mindset
- Professionalism and discretion
- Teamwork and collaboration
- Adaptability and flexibility
Work Model
In-person, Monday–Friday, 8:00 AM – 4:00 PM. Eligible for one remote day per week after completing one month of employment.
Success Measures
- Accuracy of HR records and documentation.
- Timely completion of recruitment and onboarding tasks.
- Employee satisfaction with HR support services.
- Compliance with company policies and employment regulations.
- Effective administration of HR programs and processes.
Benefits and Compensation
- Competitive compensation
- Twice monthly direct deposit
- Medical, dental, and vision benefits for full-time staff
- Professional development opportunities
- Collaborative team environment
- Opportunity to ensure children receive consistent services
Optimal Care Services is an Equal Opportunity Employer. We value diversity and are committed to creating an inclusive environment for all employees. We welcome applicants regardless of economic, linguistic, and cultural differences or physical, learning, and emotional challenges.
Pay: $60,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Referral program
- Vision insurance
Ability to Commute:
- New York, NY 10001 (Required)
Work Location: In person
