Recruiter & HR Operations Assistant
Reports To: Director of HR & Compliance
Classification & Schedule: Full-Time | Hourly | Non-Exempt
Supervisory Responsibility: None
Job Summary
The Recruiter & HR Operations Assistant plays a critical role in supporting the company’s hiring efforts and core HR operations. This is a high-output, execution-driven role with full-cycle recruiting as its primary function, while also supporting HR operations, onboarding, compliance-related tasks, and special projects.
This position requires prior recruiting experience, strong proficiency with Applicant Tracking Systems (ATS)—specifically Paycom—and the ability to manage a high-volume workload with accuracy, urgency, and accountability.
This is not an entry-level HR role. It is ideal for someone who is highly detail-oriented, learns quickly, takes initiative, is comfortable in a structured and metrics-driven environment, and proactively looks for ways to improve systems, workflows, and operational efficiency. The Recruiter & HR Operations Assistant is expected to independently manage recruiting workflows while also supporting the broader HR team.
General Expectations
Regular, reliable, and predictable attendance
Fully utilized 40-hour workweek
Ability to manage competing priorities and meet deadlines in a fast-paced environment
Strong attention to detail with a high standard for accuracy
Strong task tracking and consistent follow-through
Willingness to take initiative, learn new processes quickly, and suggest improvements
Comfort working in a structured, metrics-driven and accountable environment
Independent ownership of recruiting workflows and HR operational tasks
Proactive learning and system/process improvement during downtime
Compliance with all company policies, procedures, patient protocols, and applicable laws and regulations
Weekly Structural Requirements
Monday Mornings – Weekly Onboarding Block (Required)
Every Monday morning, 8:00 a.m. – 11:00 a.m., the Recruiter & HR Operations Assistant will block protected time to support new hires and onboarding activities.
Responsibilities include:
Completing I-9 / ID verifications
Assisting new hires with laptop access and system logins
Conducting a brief Meet & Greet
Answering onboarding and first-day questions
Tracking and following up on outstanding onboarding tasks
This time is protected and should not be overridden without Director approval.
Weekly HR Team Meeting
Participate in a standing 2-hour weekly HR meeting to review recruiting status, onboarding, compliance items, metrics, priorities, and process improvements.
Essential Duties & Responsibilities
Recruiting & Talent Acquisition (Primary Focus)
Independently manage full-cycle recruiting for assigned positions/roles
Create, post, audit, sponsor, and manage job postings and requisitions across job boards and the ATS (Paycom)
Actively source candidates through resume review, outreach, and cold calling when needed
Screen candidates using sound judgment and role-specific criteria
Conduct phone screens and interviews
Coordinate and schedule interviews with candidates and hiring managers
Maintain consistent, professional communication with candidates throughout the hiring process
Prepare, extend, and negotiate job offers and compensation packages in alignment with company guidelines
Maintain accurate, real-time candidate records in Paycom
Meet or exceed expected recruiting activity levels, including 10–15 hours of weekly phone time
Track and report recruiting metrics weekly and monthly
HR Operations & Administrative Support
Assist with and manage pre-onboarding and onboarding processes from offer through start date
Conduct daily check-ins on new hires, including background checks, drug screens, and onboarding progress
Communicate with candidates regarding hiring and onboarding requirements, including:
I-9 documentation
Insurance cards
TB tests (when applicable)
Other required documentation
Prepare and process HR documentation, including:
Offer letters
Separation paperwork
Change letters
Employee status updates
Create, maintain, and audit electronic personnel files to ensure completeness and compliance
Assist with offboarding processes, including access termination and coordination with payroll and management
Respond to employee and candidate inquiries regarding policies, benefits, job duties, working conditions, wages, opportunities for promotion, and procedures
Systems Ownership & Process Improvement
Own and manage ATS (Paycom) accuracy, functionality, and workflow integrity
Perform regular audits and corrections of ATS data and setup
Identify inefficiencies in recruiting and HR workflows and recommend practical solutions
Recommend and assist with implementing process improvements
Use downtime to deepen system knowledge, clean up data, and improve documentation
Assist with HR projects, initiatives, and special assignments as directed by leadership
Qualifications & Experience
Required
Minimum 2 years of experience in recruiting or a combined recruiting/HR support role
Demonstrated experience working in an ATS environment (Paycom strongly preferred)
Proven ability to manage a high-volume recruiting workload
High attention to detail with strong organizational skills
Ability to learn new systems and processes quickly with minimal repetition
Strong written and verbal communication skills
Proficiency in Microsoft Office (Excel, Word, Outlook)
Ability to handle sensitive and confidential information appropriately
Preferred
Experience in DME, healthcare, or regulated industries
Paycom experience
Familiarity with employment laws and HR compliance practices
Key Competencies
Ownership mindset and initiative
Strong follow-through and accountability
Process-oriented and improvement-focused thinking
Ability to work independently while supporting a collaborative HR team
Professional judgment and discretion
Positive, service-oriented approach
Physical Requirements
While performing the duties of this position, the employee may be required to stand, sit, walk, kneel, and reach with hands and arms. The employee must be able to talk and hear. May be required to lift and/or move up to 40 lbs. Vision requirements include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
