POSITION SUMMARY:
The HR Operations Associate provides administrative and operational support to the Recruitment and Leave Administration departments by coordinating employment documentation, onboarding administration, personnel records management, pre-employment compliance, reporting, and recruitment operations. This position serves as the central administrative resource responsible for ensuring employment records are accurate, complete, and maintained in accordance with organizational policies and regulatory requirements.
The HR Operations Associate performs highly confidential administrative work with minimal direct interaction with applicants or employees. The position is responsible for processing employment documentation, coordinating background screening activities, managing the Recruitment inbox, establishing personnel files, supporting leave administration processes, and maintaining compliance documentation, allowing Recruiters and Leave Administrators to focus on candidate engagement, employee support, and specialized case management.
Essential Job Functions are below.
ESSENTIAL JOB FUNCTIONS:
Recruitment Operations Support
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Manage the centralized Recruitment inbox and ensure timely routing and processing of recruitment-related communications.
- Coordinate recruitment administrative processes.
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Prepare and organize onboarding documentation.
- Monitor hiring workflows to ensure all required employment documentation is received timely.
- Maintain recruitment tracking logs and administrative reports.
- Coordinate pre-employment documentation requirements.
- Assist with onboarding preparation and employment record creation.
Personnel Records Management
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Establish and maintain employee personnel files upon candidate submission.
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Create electronic personnel files by organizing and saving recruitment and onboarding documents into the appropriate employee record.
- Review employment documentation for completeness and notify appropriate staff of missing documentation.
- Maintain personnel records in accordance with organizational policy and applicable federal and state regulations.
- Ensure confidential records are securely maintained.
- Process personnel file updates and document maintenance as required.
Pre-Employment Compliance
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Monitor completion of drug screenings, TB testing, fingerprinting, physical examinations, and other pre-employment requirements.
- Track I-9 completion and employment eligibility documentation.
- Verification of professional licenses, certifications, and other required employment documentation.
- Prepare compliance reports and tracking logs as requested.
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Complete missing compliance reporting data (i.e. EEO1 Data, etc).
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Assist with audit preparation and compliance documentation as requested.
Leave Administration Support
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Provide administrative support to the Leave Administration department.
- Prepare leave documentation packets.
- Maintain leave tracking logs and supporting documentation, as requested.
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Monitor deadlines for required documentation.
- Organize and maintain confidential leave files.
- Assist with correspondence and administrative processing related to leave administration including ADA Accommodations.
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Generate leave administration reports as requested.
- Embrace and embody the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation.
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Perform other duties as assigned.
ESSENTIAL QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform the duties and responsibilities satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Experience and Competencies:
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Two (2) years of administrative experience in Human Resources, Recruitment, Leave Administration, Compliance, or Business Administration preferred.
- Experience working with confidential documentation required.
- Experience with HRIS and Applicant Tracking Systems preferred.
- Experience in document management and records administration preferred.
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Ability to obtain and maintain a successful background clearance, where applicable.
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During your tenure with WestCare there may be new requirements, including, but not limited to vaccinations that are issued by local, State, Federal, and/or Funders that WestCare may have to comply with. Should this occur Human Resources or appropriate personnel will inform you.
EDUCATION and/or EXPERIENCE:
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High School diploma or equivalent
LICENSURE/CERTIFICATION:
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Not applicable for this position.
WORKING CONDITIONS:
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Work is performed in a remote office location.
- Travel may be required to HR Retreat and trainings as requested.
