Human Resources Assistant

Hope Family Health•Westmoreland, TN

About The Position

The Human Resources Assistant supports the day-to-day operations of HOPE Family Health’s Human Resources department through payroll processing, employee records management, onboarding, benefits administration, and routine employee support. Working under the direction of the Director of Human Resources, the Assistant maintains accurate records, coordinates administrative tasks, and follows established procedures to provide timely and consistent service to employees. This role performs administrative work using established procedures and approved instructions. The Director of Human Resources retains responsibility for policy interpretation, employment law guidance, employee relations investigations, disciplinary and termination decisions, compensation decisions, and leave or accommodation determinations. The Assistant may gather information and prepare supporting documentation but does not independently approve exceptions or make these decisions. The position functions primarily in a professional office or clinical environment, with occasional travel between HOPE sites. Off-site work is not required, though some tasks may be completed remotely with prior Team Leader approval. Occasional extended hours may be required based on organizational needs. The role may involve potential exposure to health hazards, including body fluids, in the healthcare setting.

Requirements

High school diploma or equivalent required.
At least two years of relevant administrative, payroll, or HR experience required.
Strong attention to detail and organizational skills, with the ability to meet recurring deadlines and handle confidential information with discretion.
Clear written and verbal communication skills and the ability to assist employees professionally and collaborate across departments.
Proficiency with Microsoft Word, Excel, and Outlook.
Ability to communicate effectively in English, verbally and in writing.
Sufficient vision and hearing to perform duties and communicate by phone and in person.
Occasionally able to lift or move items weighing up to 25 pounds.

Nice To Haves

Coursework or an associate degree in human resources, business, accounting, or a related field.
Healthcare experience.
Experience with a payroll or human resources information system.
Fluency in a second language.

Responsibilities

Process payroll on the established schedule, reviewing time records, PTO entries, deductions, and approved pay changes, and obtain required review and approval before submission.
Follow up with employees and Team Leaders about missing time entries, documentation, or approvals; identify discrepancies and coordinate corrections with the Director and appropriate staff.
Enter and maintain authorized changes to employee payroll records, including pay rates, job titles, departments, tax withholding, direct deposit, benefits deductions, and employment status.
Prepare routine payroll and workforce reports, including labor, overtime, PTO balances, headcount, and benefit contributions; coordinate information with Finance as directed.
Respond to routine payroll questions, maintain supporting documentation, and refer unresolved discrepancies or policy questions to the Director.
File, scan, organize, and maintain personnel, payroll, benefits, and other HR records in appropriate physical or electronic locations while protecting confidential information and following access and retention procedures.
Track outstanding forms, policy acknowledgments, evaluations, and other required documentation, and follow up on deadlines with employees and Team Leaders.
Prepare routine correspondence, forms, employment verification responses, and employee status documentation using approved templates and authorization procedures.
Maintain HR calendars, reminders, and tracking tools; assist with meeting arrangements and materials for Team Leader meetings, training, and other HR activities.
Assist with approved job postings, application tracking, interview scheduling, and applicant communications.
Coordinate required pre-employment screening and track completion; refer results or concerns requiring a hiring decision to the Director.
Prepare offer and onboarding materials using approved terms and templates; coordinate new-hire paperwork, orientation schedules, and required acknowledgments.
Set up employee records and coordinate onboarding tasks with payroll, benefits, IT, and the hiring department; verify completion of assigned employment eligibility documentation under established procedures.
Assist with offboarding paperwork, benefits notices, records updates, and exit interview scheduling as directed.
Assist employees with routine benefits enrollment questions and paperwork; coordinate enrollments, qualifying-event changes, terminations, and open enrollment under established procedures.
Maintain benefit records, verify authorized payroll deductions, and assist with reviewing benefit invoices and resolving discrepancies with Finance or vendors.
Provide approved information about benefits, PTO, and employee support resources; refer questions requiring interpretation or exceptions to the Director.
Assist with leave administration by distributing approved forms, tracking receipt and deadlines, and maintaining confidential documentation; refer leave requests and accommodation needs to the Director.
Compile information and prepare materials for employee surveys, training, compensation reviews, policy updates, and other projects assigned by the Director.
Help distribute approved policies, training materials, and employee communications, and track completion of related tasks.
Gather records for audits, unemployment matters, workers’ compensation processes, and other compliance activities as directed.
Promptly refer employee complaints, conduct concerns, and sensitive personnel matters to the Director.
Perform other duties assigned by the Team Leader to support departmental operations and organizational needs.