Human Resources Specialist

Department: Human Resources

Primary Company contact: Srijita Bhattacharya, Senior Human Resources Specialist

Executive sponsor: Chloé Evans, Chief Administrative Officer

Position Summary

The Human Resources Specialist supports the daily operations of the Human Resources department, with

a strong focus on employee support, onboarding and offboarding administration, documentation

compliance, accurate recordkeeping, and proactive follow-through. The goal of this role is to help

employees feel heard, well supported, and confident that HR will guide their questions or concerns

through to resolution.

Cross-Training and Team Coverage

The individuals providing Human Resources Specialist services will be oriented and cross-trained across the full scope of the role and expected to provide coverage for one another. Initial assignments may reflect individual strengths and workload needs, but responsibilities are not exclusive and may change or evolve in coordination with Srijita or Chloé.

Employee Support and HR Inbox

• Help manage and continuously monitor the HR inbox throughout the workday.

• Provide timely, helpful, thoughtful, and thorough responses, with the expectation that employees

receive a response the same business day whenever possible.

• Write genuine, personalized responses tailored to the employee and the actual situation; avoid generic, canned, copied, or overly templated language.

• Review and understand the full email thread before replying. Never ask an employee for information

they have already provided.

• Give complete answers that reduce unnecessary back-and-forth and help employees feel heard and

supported.

• Research questions using company policies, systems, and existing resources when the answer is

available rather than simply forwarding the question.

• Take ownership of follow-up, make sure questions and concerns do not get lost, and follow issues

through to resolution.

• Escalate sensitive, unusual, or higher-level matters to Srijita or Chloé as appropriate.Our HR standard is that every employee should feel well taken care of and confident that they are in good

hands. The quality and thoughtfulness of the response matter just as much as speed.

Onboarding Documentation Coordination

• Coordinate with the Recruiting and Onboarding team regarding the CentralReach BT Onboard file

setup and required new-hire documentation.

• Support or perform document-upload and preliminary review steps when assigned, while recognizing that process ownership may shift as the workflow is finalized.

• When reviewing onboarding documentation, confirm that required files are present, legible, complete, and routed to the correct location.

• Promptly communicate missing, illegible, incomplete, or unusable documentation to the responsible

team member and assist with employee follow-up when requested.

• Collaborate with Recruiting and Onboarding to help ensure HR has the information needed for timely

I-9 completion without duplicating or disrupting the team's established process.

• Follow the current written workflow and escalation path established by the Senior Human Resources

Specialist and Chief Administrative Officer.

Daily Gusto Onboarding Monitoring

• Review the Gusto onboarding dashboard every business day, prioritizing employees by the closest

upcoming start date.

• Confirm that each employee has received and accepted the self-onboarding invitation and completed all required steps.

• Confirm that all required onboarding paperwork has been completed and signed.

• Monitor or support I-9 status follow-up when assigned and coordinate with the team responsible for

document collection so HR can timely complete any required HR steps.

• Proactively contact employees regarding incomplete onboarding and continue following up until all

requirements are complete.

• Escalate any issue that may jeopardize an employee's ability to start on time.

The expectation is to stay ahead of each employee's start date rather than react to missing information at the last minute.

Employee Offboarding

• Process employee resignations and terminations promptly and completely.

• Complete assigned HR offboarding steps and required system updates.

• Ensure applicable access, benefits, documentation, and separation-related items are addressed.

• Maintain accurate records of resignations and terminations.

• Follow up on outstanding company property, documentation, and administrative requirements.

• Verify that no separation-related item is left incomplete.

Incident Report Coordination

• Review and manage incident reports from initial receipt through final completion.

• Confirm that all involved employees and required clinical team members have added their information, comments, and signatures before HR completes its final review.

• Follow up on missing information or signatures and continue tracking the report until every required

step is complete.

• Escalate any incident that appears more significant than a typical minor bump, scrape, bite, or bruise, or that otherwise raises a safety, clinical, compliance, or employee-relations concern.• If the appropriate clinical team has not reviewed or been made aware of the incident, promptly escalate

it for clinical review before the report is finalized.

• Ensure HR is the final signer after all other required information, comments, and signatures have been added.

• Apply the required naming and labeling conventions and confirm that the completed report is stored in the correct location so it can be easily located in the future.

• Escalate unusual, serious, repeated, incomplete, or otherwise concerning incidents to Srijita and/or

Chloé and the appropriate clinical leader.

Payroll, Reimbursement, and Benefits Support

• Serve as a first point of contact for routine questions involving paychecks, direct deposit, pay rates,

raises, bonuses, mileage reimbursement, PTO, benefits, retirement, and other employee programs.

• Review available records and conversation history, gather the information needed to understand the

issue, and coordinate with Payroll, Scheduling, Billing, or leadership as appropriate.

• Help track pay discrepancies, missed or unconverted sessions, reimbursement submissions, and

approved corrections through resolution.

• Do not independently approve pay changes, corrections, benefits exceptions, or policy exceptions;

route them to the authorized decision-maker and communicate the confirmed outcome to the

employee.

Screening, Credentials, and School Compliance Support

• Support background-check follow-up, candidate disclosures, certifications, licenses, expirations, and other required employment or contractor documentation.

• Coordinate fingerprinting, drug-screening, school-clearance, MOU, and third-party-provider

documentation when assigned, including tracking completion and reimbursement documentation.

• Maintain clear status records, follow up on missing items, and escalate any result or delay that could

affect an individual's eligibility to work, begin services, or enter a school setting.

• Do not make independent eligibility, adverse-action, legal, or clinical determinations.

Employee Relations and Corrective-Action Support

• Assist Srijita and Chloé with fact gathering, record review, timelines, and documentation for

attendance, dependability, performance, policy, conduct, complaint, or communication concerns.

• Prepare or route written warnings, acknowledgments, and related documents only under leadership

direction and confirm required signatures and filing are completed.

• Preserve relevant emails, records, and supporting documentation and escalate conflicting information, suspected falsification, retaliation concerns, or other unusual circumstances.

• Do not independently investigate, discipline, suspend, terminate, or promise an outcome to an

employee.

Employment Records, Forms, and External Requests

• Assist with employment verifications, wage or benefits forms, unemployment or separation

documentation, workers compensation correspondence, subpoenas or legal requests, and other

external forms as assigned.

• Confirm the identity and authority of the requester, protect confidential information, obtain leadership review when required, and track each request through completion.

• Coordinate secure delivery, mailing, signature, labeling, and filing of completed documents so the

record can be readily located later.

Daily HR Administration

• Process routine employee changes and maintain accurate employee records.

• Assist with employment verifications and employee documentation requests.

• Track and follow up on expiring or missing employee documentation.

• Assist employees with routine questions regarding payroll, benefits, PTO, policies, certifications, and

company procedures within assigned authority.

• Keep HR trackers, employee files, and systems accurate and current.

• Identify items requiring follow-up rather than waiting for someone else to notice them.

• Support Srijita with the daily administrative workload of the HR department.

• Help maintain consistency, confidentiality, and organization across HR processes and records.

Core Performance Expectations

• Ownership: carry questions and assigned tasks through to an answer, completion, or appropriate

escalation.

• Attention to detail: carefully review documents, records, systems, instructions, and conversation history before taking action.

• Proactive follow-through: identify missing steps early and follow up until they are resolved.

• Human-centered communication: ensure employees feel heard, respected, and supported.

• Sound judgment: escalate matters that are sensitive, unusual, outside established procedures, or beyond assigned authority.

• Confidentiality and security: safeguard personnel data, Protected Health Information, credentials,

payroll information, passwords, and other confidential company information; use only approved

systems and promptly report suspected loss, misuse, unauthorized access, or disclosure.

• Adaptability and teamwork: remain cross-trained and prepared to support the full scope of the role as priorities evolve.