Human Resources Assistant - Part Time

Job Description Summary

The Human Resources Assistant provides administrative and operational support to the Human Resources function at Heartlinks. This entry-level position supports employee recordkeeping, onboarding, credential and training tracking, HR databases, employee materials, and routine HR processes. The HR Assistant helps ensure employee records are accurate, confidential, organized, and maintained in accordance with Heartlinks policies and applicable healthcare and employment requirements. The position provides responsive support to employees while assisting the HR Generalist with day-to-day HR operations.

Essential Job Functions/Responsibilities

• Maintain accurate employee information across HR systems, personnel records, directories, organizational charts, phone lists, and distribution lists.
• Scan, upload, organize, and file employee documents in accordance with company policies and record retention requirements.
• Manage the administrative tracking, filing, auditing, and follow-up of employee compliance documentation and credentialing requirements, ensuring records remain current and complete while partnering with the HR Generalist on compliance oversight.
• Prepare onboarding materials, collect required documentation, enter or update employee information, track completion of onboarding requirements, prepare badges, coordinate required forms, and notify the HR Generalist when something remains incomplete.
• Maintain HR office supplies and department forms.
• Maintain the annual performance evaluation tracking system, monitor due dates and completion, send routine reminders, and notify the HR Generalist of overdue evaluations.
• Generate routine reports and provide administrative support for audits, surveys, and compliance reviews.
• Respond to routine employee questions regarding HR forms, records, onboarding requirements, training, and other administrative processes. Promptly refer employee relations concerns, complaints, leave or accommodation requests, compensation questions, disciplinary matters, and other sensitive HR issues to the HR Generalist or appropriate leader.
• Assist with employee recognition programs, engagement activities, and special events.
• Support the HR Generalist with administrative projects and other duties as assigned.
• Handle sensitive and confidential information with professionalism and discretion at all times.
• Provide administrative support but should not independently make decisions related to hiring, termination, discipline, compensation, employee relations, accommodations, leave eligibility, policy interpretation, or other HR matters that require HR Generalist or leadership review.
• Adhere to all organizational policies and applicable federal, state, and healthcare regulations, including HIPAA requirements.

Position Qualifications

Education

• High school diploma or GED.
• Associate degree in Human Resources, Business Administration, or related field preferred.

Experience

• Previous administrative, clerical, customer service, or office support experience preferred.
• Healthcare or hospice experience is a plus but not required.

Skills & Abilities

• Strong attention to detail and organizational skills.
• Ability to maintain confidentiality and handle sensitive information.
• Proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.
• Experience with data entry and electronic filing systems preferred.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and meet deadlines.
• Excellent customer service skills.

Equal Employment Opportunity

Heartlinks is an Equal Opportunity Employer and is committed to creating an inclusive workplace where all employees are valued and respected. Employment decisions are made without regard to race, color, religion, creed, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, genetic information, or any other status protected by applicable federal, state, or local law.

Disclaimer

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Heartlinks reserves the right to modify this job description at any time to meet organizational needs.

Benefits

• Part-time employees can accrue up to 80 hours of paid time off annually, for the first four years. In addition to Washington State paid sick leave accrued at the rate of one hour for every 40 hours worked. Bereavement leave and jury duty leave are also available.
• Part-time medical, dental, vision, and life insurance benefits are available. Benefits begin the first day of the month following employment.
• Mileage reimbursement for approved business travel.
• Part-time Holiday pay for six observed holidays.
• Eligibility to participate in the 401(k) retirement plan upon hire. Heartlinks provides a dollar-for-dollar employer match up to 5% of eligible earnings after one year of employment and completion of 1,080 hours worked.
• Tuition reimbursement and professional development assistance.
• Support for quality improvement education and professional certifications.