Human Resources Associate

About the Role

Provides administrative support to the Human Resources Department on all personnel matters. Compiles and maintains personnel records by performing a variety of duties.

Responsibilities

• Shares front desk responsibility 50/50 with peer HR Associate.
• Performs customer service functions both in-person and by telephone for employees, applicants, visitors, department managers, and others.
• Ascertains needs of visitor or caller and refers as appropriate when unable to assist.
• Processes background checks for new employees based on policy, including notarizing Child Protective Services Background Search for Mother/Baby, Labor & Delivery, Nursery, Comfort Care Home Health, and contracted employees.
• Verifies I-9 documentation.
• Sorts and distributes mail to appropriate employee mailboxes.
• Photocopies, faxes, scans documents, and performs other clerical functions such as filing, processing mail, and preparing correspondence.
• Assists with tracking departmental and company measurements supporting strategic goals.
• Prepares employee files for regulatory inspections, ensuring all required documentation is available.
• Assists employees with advanced certification payment.
• Coordinates orientation for contract employees.
• Serves as department notary.
• Processes changes/updates to employee files, including compensation, benefits, and filing.
• Processes ERMs and ensures required documentation (licenses, certifications, education, background checks) is obtained.
• Updates payroll for exception reports (e.g., PAL payout).
• Verifies new hire and current employee eligibility to work (OIG database, SAM.gov).
• Completes employee verification requests and provides written references as per HR policy.
• Prepares information requested for subpoenas and ensures payment is received before releasing records.
• Orders, distributes, and processes payments for employee service awards and retirement packets.
• Maintains logs for subpoenas, garnishments, and child support orders.
• Coordinates with managers regarding Virginia Employment Commission correspondence.
• Assists with the recruitment process.
• Reconciles and processes payments for background checks, recognition awards, and unemployment reimbursements.
• Orders department supplies within budget.
• Prepares new hire paperwork and establishes personnel files.
• Provides new hire missing documentation lists to recruiters and sends reminders during orientation.
• Updates Security Badge File and tests badges prior to orientation.
• Sets up new hires in the HRIS System.
• Serves as initial point of contact for benefit questions/concerns and assists with claim issues.
• Verifies benefit eligibility on vendor websites and contacts vendors as needed.
• Processes changes/updates to personal data, compensation, benefits, tax data, and direct deposits.
• Ensures termination files are pulled and purged per policy.
• Exports new-hire paperwork from the Applicant Tracking System to the HRIS System.
• Runs bi-weekly new hire queries from the HRIS system for the orientation group.
• Assists employees with benefit enrollment, adding dependents, and enrollment questions throughout the year.

Requirements

• Attention to detail, accuracy in data entry, and ability to multi-task.
• Excellent customer service skills.
• BS degree in HR or related field required; a combination of education and experience may be considered in lieu of a degree.
• One year of previous experience preferred.
• Professional HR certification preferred.

Supervisory Responsibilities

This job has no supervisory responsibilities.