Human Resource Assistant

• Your diligence prevents gaps that could lead to noncompliance, fines, or other adverse actions.

• Your consistency keeps us survey ready and instills confidence across programs.

• Your follow through helps employees succeed by keeping their credentials and trainings current and complete.

• We depend on you—your work is the backbone of our HR compliance program.

• Conduct daily, periodic, and adhoc audits of personnel files for employees, contractors, interns, and volunteers.

• Verify presence, accuracy, and timeliness of required documentation, including:

• Offer letters, job descriptions, acknowledgments, signed policies

• I9 documentation and (if applicable) EVerify confirmation

• Background checks, fingerprint/clearance cards (as applicable), OIG/SAM exclusion checks

• Professional licenses/certifications (e.g., RN/LCSW/BLS/CPR/First Aid) with primary source verification where required

• TB/health screenings, immunization records, fit testing (as applicable)

• Orientation/annual mandatory trainings (HIPAA/privacy, abuse/neglect reporting, crisis deescalation, safety)

• Annual performance reviews and competency validations, if applicable

• Document findings using standardized checklists and naming conventions; file updates within servicelevel timelines.

• Maintain a daily audit cadence (review queue, triage exceptions, update tracker, send followups).

• Maintain a live compliance tracker for all expiring items (licenses, CPR/BLS, TB tests, background checks, annual trainings, competencies).

• Send 60/30/14/7day reminders; coordinate enrollments for trainings/health screenings.

• Validate completion and file updated documentation within two (2) business days of receipt.

• Proactively contact employees to request missing or expiring items; provide clear due dates and stepbystep instructions.

• Notify managers and the HR Director immediately when a file becomes noncompliant or is at risk; document escalation steps.

• Partner with the Training Specialist/Coordinator to ensure staff are enrolled in required courses and attendance is confirmed.

• Provide weekly compliance dashboards and risk reports to HR leadership and program managers.

• Prepare HR file packets/folders for Department of Health and TJC surveyors; respond to document requests promptly.

• Support mock surveys and corrective action plans; track and close HRrelated findings.

• Identify recurring issues and recommend process improvements (templates, workflows, policy clarifications).

• Update and reconcile records in the HRIS, LMS, credentialing/compliance tracker, and secure document repositories.

• Ensure data quality, version control, and audit trails; adhere to privacy and confidentiality obligations (e.g., HIPAA/ADA/FCRA as applicable).

• Maintain a secure remote workspace and follow information security protocols.

• High school diploma or equivalent.

• 1–3 years in HR, compliance, credentialing, or healthcare administration.

• A work style that enjoys repetition, values routine and consistency, and takes pride in perfect accuracy.

• Excellent written and verbal communication; professional, clear, and persistent followup.

• Proficiency with HRIS/LMS platforms and spreadsheets (filters, pivot tables, data validation).

• Ability to work independently in a remote setting while protecting confidential information.

• Experience in healthcare or behavioral health settings.

• Familiarity with TJC HR standards and state Department of Health personnel file requirements.

• Experience with OIG/SAM checks, background screening portals, and document management tools.

• Precision & pride in accuracy (perfectionist tendencies; 100% accuracy is expected)

• Enjoys repetitive, systematic work; thrives on checklists and steady daily cadence

• Discrepancy spotting (pattern recognition, gap identification, rootcause followthrough)

• Organization & time management (deadlines, large queues, multiprogram coordination)

• Followthrough & accountability; closes loops quickly

• Data literacy (tracking, trend spotting, reporting)

• Collaborative with HR, Training, QA/Compliance, and program leaders

• Audit accuracy: 100% expected (no missed required items in reviewed files)

• ≥ 98% overall personnel file compliance rate

• ≥ 95% of renewals completed ≥ 14 days preexpiration

• ≤ 2 business days to file/record new or renewed documentation

• Zero highrisk HR file findings on external surveys; timely closure of any cited items

• Remote role with reliable highspeed internet and private, distractionfree workspace.

• Regular computer/desk work; virtual meetings during core business hours.

• Occasional onsite support for audits or surveys may be requested (0–10%).

• Adheres to all organizational policies and procedures, Department of Health and TJC standards, and applicable privacy, employment, and safety laws.

• Maintains strict confidentiality of employee records and sensitive information.

Remote Raven