HR & Business Services Assistant

Job Title: HR & Business Services Asst.

Reports to: Human Resources Director

Department: Human Resources

FLSA Status: Non-exempt

This job description reflects management's assignment of essential functions, it does not prescribe or restrict the tasks that may be assigned.

Position Summary

The Human Resources & Business Services Assistant provides administrative and operational support to the Human Resources Department while assisting leadership with organizational, administrative, and business support functions. This position serves a dual role by supporting employee lifecycle processes and helping maintain efficient organizational operations through document management, contract administration, reporting support, meeting coordination, record management, and special projects. The position supports compliance, organization, communication, and operational continuity across the hospital district.

Essential Job Functions

Human Resources Support

• Assist with onboarding and new hire orientation.
• Maintain employee personnel files and Human Resources records.
• Coordinate pre-employment requirements, including background checks, drug screens, references, and required documentation.
• Assist with benefits administration and employee paperwork.
• Monitor required education, certifications, licenses, and compliance requirements.
• Prepare HR reports, spreadsheets, correspondence, and employee communications.
• Assist with job postings, applicant tracking, interview scheduling, and candidate communications.
• Track employee evaluations, orientation completion, and compliance acknowledgments.
• Maintain confidentiality of employee and organizational information.
• Provide customer service and administrative support to employees regarding HR-related questions and processes.
• Assist with employee recognition and engagement activities.
• Support policy distribution and acknowledgment tracking.

Business Services Support

• Maintain the organization's contract management system by uploading, organizing, and tracking vendor agreements.
• Monitor contract expiration dates and assist with contract renewal reminders.
• Coordinate contract routing for review, approval, and signature.
• Maintain organized electronic and paper files for contracts, vendors, and organizational records.
• Assist with gathering documentation related to vendor agreements, organizational initiatives, audits, and operational projects.
• Maintain vendor files, contact information, and supporting documentation.
• Prepare reports, spreadsheets, databases, and tracking logs as assigned.
• Coordinate leadership meeting materials and assist with meeting logistics.
• Assist with data collection, reporting, and special projects assigned by leadership.
• Maintain department forms, templates, and administrative records.
• Support organizational recordkeeping and document management processes.
• Maintain the organization's Public Information Act (PIA) request tracking log and assist with records collection and documentation related to public information requests as directed.
• Assist with vendor communication and documentation requests as assigned.
• Provide administrative support for compliance initiatives, audits, surveys, and operational projects.
• Track assigned projects, deadlines, and follow-up items to support leadership and departmental objectives.
• Perform general administrative duties including filing, scanning, copying, scheduling, and correspondence preparation.

Additional Responsibilities

• Provides administrative support to leadership and assists with organizational projects, reporting, document management, Public Information Act (PIA) request tracking and records maintenance, organizational recordkeeping, and operational initiatives as assigned.
• Participates in departmental and organizational meetings as required.
• Maintains professional relationships with employees, vendors, contractors, and community partners.
• Performs other duties as assigned.

Education

• High School Diploma or GED required.
• Associate degree in Business, Human Resources, Healthcare Administration, or related field preferred.

Experience

• Minimum one (1) year of administrative support experience required.
• Experience in Human Resources, healthcare administration, business operations, or office management preferred.
• Experience working with confidential information required.

Knowledge, Skills, and Abilities

• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Ability to maintain confidentiality and exercise discretion.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong attention to detail and accuracy.
• Ability to work independently while maintaining effective communication with leadership and staff.
• Ability to learn new software systems and processes.
• Excellent customer service and interpersonal skills.

Physical Requirements

• Prolonged periods of sitting, standing, and working at a computer.
• Ability to occasionally lift up to 25 pounds.
• Ability to perform routine office-related tasks including filing, reaching, bending, and carrying documents and supplies.

EQUIPMENT USED

The Human Resources Assistant will use the following equipment: computer and various computer programs, copy machine, fax machine, and telephone usage.

OSHA TASK CATEGORY III

Tasks that involve little or no exposure to blood, body fluids, or tissues.

COMPLIANCE

Responsible for abiding by all policies and procedures to include the Code of Ethics and the principles and standards set forth for conducting business and affairs.

Health Insurance Portability and Accountability Act of 1996 (HIPAA)

The Administrative Assistant will be responsible for abiding by all policies and procedures relating to HIPAA.