HR Coordinator/Administrative Assistant - Home Care

Accent Health Care Services, a licensed home care agency in Troy NY, is looking for a full-time HR Coordinator/Administrative Assistant to join our team in the Capital Region!

Location: Troy, NY (in-office, this is NOT a work from home opportunity)
Status: Full Time (40 hours/week), 8:00am to 4:00pm Mon-Fri
Rate: $22.00/hr - $27.00/hr, depending on experience

The HR Coordinator/Administrative Assistant is responsible for recruiting, applicant tracking, and hiring processes for all field caregiver positions. The HR Coordinator/Administrative Assistant is also responsible for developing and maintaining office processes to promote optimal office efficiency. This role requires excellent time management skills and attention to detail.

Key Responsibilities:

Recruiting & Hiring

• Continuously recruit, using a variety of methods, certified Home Health Aides (HHAs) and Personal Care Aides (PCAs) as well as Trainees for the agency’s Home Health Aide Training Program and Personal Care Aide Training Program.
• Collaborate with the Staffing Coordinator and the Director of Clinical Services to understand specific recruitment needs.
• Review applications for employment and schedule interviews.
• Inform candidates of the hiring process and documents required.
• Communicate with Nurse Educators as needed to set up training classes.
• Identify and attend job fairs and relevant area recruiting events.
• Schedule and manage new hire orientation.
• Print new hire paperwork and assemble new hire packets.
• Search the relevant Exclusion Databases to ensure proper hiring.
• Send written confirmation to rejected applicants.

Human Resources Functions

• Serve as the primary contact for caregivers regarding hiring, onboarding, and ongoing employment updates.
• Initiate all field staff disciplinary processes. Assist the Director of Clinical Services in conducting investigations as requested.
• Document all changes and disciplinary contacts in the AlayaCare system.
• Send written confirmation to terminated and inactive employees.
• Keep accurate NYS Unemployment Insurance files for employees who file claims, including all correspondence with the NYS Unemployment Department.
• When necessary, attend NYS Unemployment hearings.
• Distribute claim forms and assist employees in filing for NYS short term disability. Complete any required employer documentation and submit to the Insurance Company.
• Collect and file all documents relating to Workers' Compensation claims, Family and Medical Leave (FMLA) and Paid Family Leave (PFL).
• Track employee benefit eligibility. Make annual offer of Health/Dental benefits to qualified employees. Maintain documentation of waived benefits as relevant.
• File Health/Dental benefit applications with the Insurance Broker.
• Track the annual performance appraisal and spearhead the process. Participate in caregiver evaluations relating to compliance and communication with the office.
• Develop and implement programs for the retention of caregiver employees.

Compliance & Documentation

• Collect information for personnel files in compliance with State, Federal, and NYSDOH regulations.
• Enter all required employee information into AlayaCare, the NYS Homecare Registry (HCR), and Criminal History Record Check (CHRC).
• Remove employees from CHRC and HCR per NYS regulations.
• Ensure that class rosters are entered into HCR and closed promptly on class completion.
• Track and monitor employee compliance with annual health, performance appraisal, and in-service education requirements. Issue reminders and initiate disciplinary measures as necessary.

Operational Support

• Maintain documentation using the AlayaCare software system and all relevant external databases. Maintain paper files as appropriate.
• Update computerized tracking systems for ease of data retrieval and report generation.
• Maintain proficiency in Microsoft Office and AlayaCare software.
• Answer the phone and triage calls as appropriate.
• Order all office supplies and personal protective equipment (PPE).
• Maintain par levels of paperwork required for client and employee records. Prepare and maintain a ready supply of:
• New employee onboarding packets
• PCA/HHA Trainee packets
• New client admission packets
• Track anniversaries, birthdays and holidays and send cards to employees and clients.
• Participate in staff meetings and provide input on applicant tracking, challenges, and improvements.

Qualifications:

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Prior experience in human resources, recruiting, or administrative support (home healthcare or similar setting strongly preferred).
• Knowledge of NYS regulations governing Licensed Home Care Services Agencies (LHCSAs) a plus.
• Proficiency in home care EHR software and Microsoft Office Suite.
• Excellent organizational, problem-solving, and time-management skills.
• Strong communication and interpersonal skills; ability to interact professionally with caregivers, clients, families, and co-workers.
• Ability to work in a fast-paced environment with shifting priorities.

Core Competencies:

• Attention to Detail – Maintains accurate and up-to-date records.
• Customer Service Orientation – Provides professional and compassionate communication to all constituents.
• Flexibility & Adaptability – Handles schedule changes and emergencies calmly and efficiently.
• Teamwork – Works collaboratively with all departments to support client care.

An Equal Opportunity Employer

Job Type: Full-time

Pay: $22.00 - $27.00 per hour

Benefits:

• Health insurance
• Paid time off

Experience:

• Recruiting: 1 year (Preferred)
• HR: 1 year (Preferred)

Ability to Commute:

• Troy, NY 12182 (Required)

Work Location: In person