Position Summary
The Receptionist/Human Resources Administrative Assistant serves as the first point of contact for Diamonds & Pearls Health Services and plays an essential role in supporting the Human Resources, Compliance, and Training Department. This position is responsible for providing exceptional customer service while ensuring the efficient operation of the agency's front office.
In addition to receptionist duties, this position provides administrative support for recruitment, onboarding, orientation, employee records, compliance, training, CPR certification processing, MITS functions, and general office operations. The Receptionist/Human Resources Administrative Assistant serves as the secondary Human Resources representative and assumes administrative HR responsibilities when the Recruiter & Compliance Coordinator is unavailable.
This position requires exceptional organization, professionalism, confidentiality, attention to detail, and the ability to effectively manage multiple priorities in a fast-paced healthcare environment.
Essential Job Functions
Reception & Customer Service
- Serve as the first point of contact for applicants, employees, clients, visitors, vendors, and community partners.
- Professionally answer, screen, and route incoming telephone calls.
- Greet visitors and maintain a professional, welcoming office environment.
- Take accurate messages and ensure timely communication to appropriate staff.
- Respond to general inquiries regarding agency services and employment opportunities.
- Receive, sort, and distribute incoming mail and deliveries.
- Maintain a clean, organized, and professional reception area.
- Monitor general agency email accounts and direct correspondence appropriately.
- Provide excellent customer service while maintaining professionalism at all times.
Administrative Support
- Prepare, copy, scan, fax, email, and file agency documents.
- Maintain organized electronic and paper filing systems.
- Perform accurate data entry into agency software and databases.
- Create and maintain employee personnel files.
- Order and maintain office supplies.
- Prepare meeting packets, reports, forms, and correspondence.
- Schedule conference rooms and assist with meeting logistics.
- Support agency leadership with administrative projects and special assignments.
- Assist multiple departments with clerical support as needed.
Human Resources Support
The Receptionist/Human Resources Administrative Assistant serves as the secondary Human Resources representative and provides administrative support throughout the recruitment, hiring, onboarding, and orientation process.
Responsibilities include:
- Serve as the Human Resources contact when the Recruiter & Compliance Coordinator is unavailable.
- Welcome applicants and provide outstanding customer service throughout the hiring process.
- Assist applicants with employment applications and onboarding requirements.
- Schedule interviews and confirm interview appointments.
- Prepare and distribute onboarding packets electronically and in person.
- Review all onboarding paperwork for completeness and accuracy before orientation.
- Contact applicants regarding missing or incomplete employment documentation.
- Verify completion of all required employment documents, including but not limited to:
- Employment Application
- I-9 Employment Eligibility Verification
- W-4 and applicable tax forms
- Direct Deposit Authorization
- Emergency Contact Information
- Background Check Authorization
- Policy and Handbook Acknowledgments
- Confidentiality Agreements
- Driver's License and Proof of Insurance (when applicable)
- CPR/First Aid Certification (when applicable)
- Professional Licenses and Certifications
- Any additional agency-required employment documents
- Ensure employee files are complete prior to orientation.
- Prepare orientation folders, sign-in sheets, badges, training packets, and orientation materials.
- Schedule new hire orientations and communicate orientation details to applicants.
- Scan and upload completed employment documents into the agency's personnel record system.
- Maintain applicant tracking logs and onboarding reports.
- Coordinate closely with the Recruiter & Compliance Coordinator to ensure applicants successfully transition into orientation.
- Notify Human Resources leadership of missing credentials or compliance concerns.
- Maintain strict confidentiality of all employee and applicant information.
Training & Orientation Support
- Prepare all orientation materials and training packets.
- Organize employee sign-in sheets and training documentation.
- Prepare employee identification badges and orientation folders.
- Maintain orientation attendance records.
- Assist with orientation setup and cleanup.
- Maintain employee training records.
- File completed training acknowledgments, competency evaluations, and certifications.
- Prepare materials for in-services and continuing education sessions.
- Support the Director of Human Resources, Compliance & Training with agency training initiatives.
CPR Certification Administrative Support
- Prepare CPR class rosters and participant paperwork.
- Process CPR certification paperwork following successful completion of instructor-led training.
- Submit participant information through the agency's approved CPR certification system to initiate issuance of CPR certification cards.
- Verify participant information for accuracy before submission.
- Track pending CPR certifications until certification cards have been issued.
- Notify employees when CPR certification cards are available.
- Upload CPR certification cards into employee personnel files.
- Maintain accurate CPR certification records.
- Assist with tracking CPR renewal dates and notify Human Resources of upcoming expirations.
Compliance Support
- Organize employee personnel files according to agency standards.
- Maintain compliance records required by Home Health, DODD, Medicaid, and other regulatory agencies.
- Assist with internal audits and compliance reviews.
- Prepare personnel files for state surveys and regulatory inspections.
- Organize background checks, training records, certifications, and credential documentation.
- Monitor assigned employee credential expiration dates.
- Notify Human Resources of upcoming license or certification expirations.
- Ensure all required compliance documentation is filed accurately and timely.
MITS Responsibilities
- Enter and update employee information in MITS as assigned.
- Verify documentation accuracy before submission.
- Maintain organized MITS records and supporting documentation.
- Monitor assigned MITS tasks for completion.
- Report missing documentation requiring follow-up.
- Maintain confidentiality while processing employee records.
General Responsibilities
- Protect confidential employee and client information in accordance with HIPAA and agency policies.
- Follow all agency policies, procedures, and regulatory requirements.
- Demonstrate professionalism in all interactions.
- Maintain dependable attendance and punctuality.
- Work collaboratively with all agency departments.
- Perform additional duties as assigned by the Director of Human Resources, Compliance & Training.
Join us to be part of an energetic team dedicated to fostering a positive work environment while supporting the growth and development of our people!
Pay: $20.00 - $23.00 per hour
Work Location: In person
