TITLE: Human Resources Specialist
CLASSIFICATION: Administrative Specialist III
SALARY RANGE: $14.17 -$21.57
SUPERVISOR: Director of Human Resources
Position Overview
The Human Resources Specialist provides day-to-day operational and administrative support to the Human Resources Department, with primary responsibility for supporting the HR Generalists across the full employee lifecycle. This position helps ensure that routine HR transactions, records, onboarding activities, compliance requirements, employee inquiries, and workflow coordination are completed accurately and timely so that the HR Generalists can effectively manage full-cycle human resources responsibilities, including recruitment, onboarding, employee services, leave administration, employee relations, performance management, and offboarding. The HR Specialist serves as a key point of coordination within the HR team and provides cross-functional coverage as assigned.
DESCRIPTION OF DUTIES:
Provide daily administrative and operational support to the HR Generalists and Human Resources Director across the full employee lifecycle.
Maintain accurate employee data and process routine personnel transactions in applicable
HRIS, payroll, timekeeping, applicant tracking, training, credentialing, and other workforce sys-tems, within assigned access and approval levels.
Maintain electronic and paper personnel files; regularly audit records for completeness, accuracy, confidentiality, retention requirements, and compliance with Federal, State, Local, regulatory, and Agency requirements.
Support recruitment activities by reviewing and posting approved vacancies, monitoring applicant activity, screening applications based on established minimum qualifications, coordinating inter-views, communicating with candidates, and maintaining recruitment documentation.
Support the pre-employment and onboarding process by coordinating background checks, refer-ence checks, credential and license verification, required screenings, employment eligibility docu-mentation, and other pre-hire requirements.
Track completion of pre-employment requirements and promptly escalate missing, expired, or non-compliant items to the appropriate HR Generalist.
Prepare new-hire documentation, coordinate orientation rosters and start-date information, and support the transition of new employees into the Workforce Development Academy and depart-mental onboarding process.
Assist with new-hire personnel file creation and ensure required onboarding documents are com-pleted, properly filed, and entered into applicable systems.
Respond to routine employee and supervisor questions regarding HR processes, forms, policies, benefits, payroll, timekeeping, leave procedures, and other general HR matters; refer complex, sen-sitive, or employee-relations matters to the appropriate HR Generalist or HR Director.
Support employee lifecycle transactions, including transfers, promotions, compensation changes, status changes, supervisor or department changes, and other personnel actions by preparing docu-mentation, routing approvals, updating records, and tracking completion.
Provide administrative support for employee leave programs, including FMLA, ADA accommoda-tions, workers' compensation, and other leaves of absence, by distributing forms, tracking dead-lines and documentation, maintaining confidential records, and escalating eligibility or case-management decisions to the HR Generalist.
Support performance management processes by tracking probationary and annual evaluations, sending reminders, maintaining completed evaluations, and assisting with documentation work-flows.
Provide administrative support for employee relations and workplace investigations, including scheduling meetings, organizing documentation, maintaining confidential case files, and preparing correspondence as directed. This position does not independently make disciplinary or investiga-tive determinations unless specifically delegated.
Support offboarding activities for resignations, retirements, and terminations by preparing separa-tion documentation, coordinating return-of-property and access notifications, updating HR records, and ensuring completion of required checklists.
Assist with benefits and payroll administration by collecting and verifying routine documentation, reviewing employee data for accuracy, researching basic discrepancies, and routing issues to the appropriate HR Generalist, payroll representative, or HR Director.
Track required licenses, certifications, credentials, background clearances, training, and other com-pliance items; maintain reports and notify the appropriate HR team member of upcoming expira-tions or deficiencies.
Assist with Medicaid enrollment, provider credentialing, and related workforce compliance docu-mentation as assigned.
Maintain HR trackers, dashboards, reports, calendars, and workflow logs for recruitment, onboard-ing, evaluations, leave, credentials, training, employee changes, and other assigned HR functions.
Prepare routine HR correspondence, letters, forms, reports, and employee communications; proof-read materials and exercise sound judgment in correcting and formatting documents.
Assist with HR audits, accreditation or regulatory reviews, records requests, and compliance re-porting by gathering and organizing required documentation.
Coordinate with staffing agencies and other external vendors as assigned; maintain accurate rec-ords of approved temporary or contract staff and required compliance documentation.
Maintain confidentiality of employee information and exercise discretion when handling sensitive personnel, medical, payroll, investigative, and organizational information.
Cross-train on core HR functions to provide coverage and continuity during absences, high-volume periods, orientation cycles, payroll deadlines, and other operational needs.
Monitor assigned HR inboxes, task queues, and service requests; ensure requests are acknowl-edged, routed, tracked, and resolved or escalated within established timelines.
Identify workflow gaps, recurring employee questions, documentation deficiencies, and process improvement opportunities and communicate recommendations to the HR Generalists or HR Di-rector.
Order and maintain HR forms, supplies, and other departmental materials as needed.
Perform other duties as assigned by the Human Resources Director.
Work Environment
Collaborative setting with clinical and non-clinical staff, requiring regular interaction with healthcare providers, administrators, and support teams.
Fast-paced, high-stakes environment where sensitivity, compassion, and confidentiality are critical.
Exposure to emotionally challenging situations due to the nature of mental health care requires resilience and strong interpersonal skills.
Flexibility to support a workforce that may operate across multiple shifts, including nights, weekends, and holidays.
Balance of office-based responsibilities (policy, compliance, HRIS) with on-the-floor- engagement to support staff well-being and retention.
REQUIREMENTS:
Meticulous attention to detail and consistent accuracy in data entry, records management, and doc-ument processing.
Strong organizational skills with the ability to manage multiple priorities, deadlines, and confiden-tial workflows in a fast-paced environment.
Working knowledge of Federal, State, and Local employment laws and HR practices; ability to recognize matters requiring escalation to an HR Generalist or HR Director.
Excellent verbal and written communication and customer-service skills.
Ability to interact professionally with employees, applicants, leaders, vendors, and external part-ners at all organizational levels.
Strong critical-thinking, problem-solving, and follow-through skills.
Ability to maintain strict confidentiality and appropriately handle sensitive employee and organiza-tional information.
Proficiency with personal computer systems and software applications; experience with HRIS, payroll, timekeeping, applicant tracking, or learning management systems preferred.
Ability to learn and consistently follow established HR workflows, internal controls, approval pro-cesses, and documentation standards.
Ability to work independently while functioning collaboratively as part of an HR team.
Ability and willingness to cross-train and provide operational coverage across HR functions.
QUALIFICATIONS:
Associate degree in Human Resources, Business Administration, Healthcare Administration, or a related field and a minimum of two years of Human Resources experience; OR a high school di-ploma or equivalent and a minimum of four years of Human Resources experience.
Experience supporting multiple HR functions, including recruitment, onboarding, employee rec-ords, HRIS data entry, compliance tracking, or employee services, is preferred.
Human Resources experience in healthcare, behavioral health, or another regulated environment is preferred.
Must secure and maintain current CPI/Therapeutic Options and Red Cross First Aid/CPR certifica-tions after hire, as required by Agency policy.
Must hold a valid driver’s license and maintain a driving record acceptable to Carastar Health’s insurance carrier.
Must maintain at least liability insurance coverage on personal vehicle.
Equal Opportunity Statement
Carastar is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
