Rehoboth Elderly Care
HR Assistant / Secretary
Location: Baldwin, New York
Reports To: Administrator / Office Manager
Classification: Full-Time
Schedule: Monday–Friday, office-based
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.
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Answer and route all incoming calls professionally; serve as the welcoming first point of contact for employees, applicants, clients, families, and visitors
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Manage the office calendar, appointments, meetings, and correspondence (mail, email, faxes)
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Prepare, type, copy, scan, and file documents, letters, memos, and reports
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Maintain organized, up-to-date paper and electronic files in compliance with HIPAA and confidentiality standards
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Order and track office supplies and ensure office equipment is functioning
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Take meeting minutes and assist management with administrative projects as assigned
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Post job openings, screen applications, and schedule interviews for home care aides and office staff
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Respond to applicant inquiries and guide candidates through the application and hiring process
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Collect and verify all pre-employment documentation, including identification, work authorization (I-9), references, HHA/PCA training certificates, and health assessments
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Process criminal background checks and verify aides through the NYS Home Care Worker Registry prior to placement
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Conduct or coordinate new hire orientation and ensure completion of all onboarding paperwork, policies, and acknowledgments
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Set up new employees in payroll, scheduling/EVV, and HR systems
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Create and maintain complete, audit-ready personnel and compliance files for all employees in accordance with NYS Department of Health survey standards
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Track and document completion of required annual in-service training hours for all aides
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Monitor expiration dates for certifications, physicals, TB tests, and other credentials; notify employees and schedule renewals before lapses occur
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Coordinate and help arrange in-service training sessions and skills refreshers
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Prepare files and documentation for state surveys, audits, and accreditation reviews
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Document and escalate performance, attendance, or compliance concerns to management
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Collect, verify, and submit timesheets and visit verifications (EVV) for payroll processing
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Assist with resolving employee payroll questions and discrepancies
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Support benefits enrollment and answer basic employee questions about policies, benefits, and time off
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Track employee attendance, PTO, and leave requests; maintain accurate records
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Serve as a friendly, professional point of contact for employee questions and concerns, escalating issues to management as appropriate
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Assist with employee communications, announcements, staff meetings, and recognition activities
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Support disciplinary documentation, incident reports, and termination paperwork under management direction
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Process employment verifications, unemployment paperwork, and workers' compensation documentation
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Help maintain and update the employee handbook, HR forms, and agency policies
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Track HR metrics such as hiring, turnover, and compliance rates; prepare reports for management
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Perform other duties as assigned to support agency operations and growth
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High school diploma or equivalent; associate's or bachelor's degree in human resources, business, or a related field preferred
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1–2 years of experience in an HR, secretarial, or administrative role (home care, home health, or medical office experience a plus)
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Strong secretarial and office skills: typing, filing, phone etiquette, and proficiency with Microsoft Office (Word, Excel, Outlook)
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Ability to handle sensitive information with absolute confidentiality and professionalism
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Working knowledge of New York State home care aide requirements, or willingness to learn quickly
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Ability to pass all required background checks
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Excellent organizational skills and attention to detail with the ability to juggle multiple priorities
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Warm, patient, professional demeanor with strong verbal and written communication skills
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Prior HR experience in a home care, home health, or healthcare staffing setting
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Experience with home care scheduling/EVV software (e.g., HHAeXchange) and payroll systems
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Familiarity with NYS Home Care Worker Registry, DOH survey requirements, and aide training regulations
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Bilingual abilities a plus (e.g., Spanish, Haitian Creole)
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Office-based position in Baldwin, NY
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Ability to sit for extended periods and use standard office equipment
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Occasional lifting of office supplies and files (up to 20 lbs)
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Competitive salary based on experience
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[Insert benefits: health insurance contribution, PTO, holidays, 401(k), etc.]
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
