HR ASSISTANT in Pennsylvania at Apis Services Inc

HUMAN RESOURCES ASSISTANT

The Human Resources Assistant provides administrative, clerical, onboarding, and customer service support to the Human Resources Department. This position plays an essential role in ensuring HR operations are conducted efficiently, accurately, and with a strong customer service focus. The Human Resources Assistant supports employee onboarding, personnel records management, compliance documentation, data entry, and general HR administrative functions while serving as a resource for employees, applicants, and visitors.

The Human Resources Assistant collaborates with Human Resources team members and operational departments to support organizational goals while maintaining confidentiality and compliance with applicable employment practices and regulations.

• Serves as administrative support to the Human Resources Department.
• Greets employees, applicants, visitors, and external stakeholders while providing professional customer service.
• Directs inquiries to the appropriate Human Resources team member.
• Assists with employee onboarding activities and new hire processing.
• Processes background clearances, employment screenings, and onboarding documentation.
• Creates and maintains employee files and personnel records.
• Assists with employee identification number assignment and account setup processes.
• Coordinates employee registrations for orientation, onboarding activities, and required training programs.
• Maintains electronic and physical personnel files in accordance with organizational standards.
• Assists with employee file maintenance for active and terminated employees.
• Supports document management, record retention, and filing activities.
• Processes and uploads employment documents into designated systems.
• Documents time worked accurately.
• Performs other duties as assigned by management.

• Receives, sorts, distributes, and processes departmental mail and correspondence.
• Maintains HR office records and supplies.
• Assists with scheduling, document preparation, and administrative support tasks.
• Supports special projects and departmental initiatives.
• Assists with preparation of reports, spreadsheets, forms, and correspondence.
• Supports HR staff in meeting deadlines and project objectives.
• Assists with audit preparation and compliance documentation requests.
• Provides clerical support during HR events and recruitment activities.
• Supports process improvement initiatives and administrative workflow efficiencies.

• Assists in maintaining employee records and personnel documentation.
• Ensures employee files are maintained according to organizational policies and applicable regulations.
• Supports compliance with onboarding and employment documentation requirements.
• Assists with investigative documentation and root cause analysis reports.
• Assists with preparation and maintenance of required compliance documentation.
• Maintains confidentiality of employee and organizational information.
• Supports compliance with employment-related regulations and organizational policies.

• Provides professional, courteous, and responsive service to employees, applicants, and visitors.
• Communicates effectively with internal and external stakeholders.
• Assists employees with routine HR-related inquiries.
• Maintains positive working relationships throughout the organization.
• Demonstrates professionalism, discretion, and customer service excellence.
• Supports HR initiatives through clear communication and follow-up.

• The By-Laws of the Corporation and as set forth in the Articles of Incorporation.

• High School Diploma or GED required.
• Associate Degree in Office Administration, Business Administration, Human Resources, or related field preferred.
• Minimum three (3) years of progressively responsible administrative or office experience preferred.
• Experience supporting Human Resources, healthcare, behavioral health, or human services operations preferred.
• Experience with onboarding, recordkeeping, and employee file management preferred.

• Strong organizational and administrative skills.
• Strong attention to detail and accuracy.
• Excellent customer service and interpersonal skills.
• Strong verbal and written communication skills.
• Strong business writing and presentation abilities.
• Ability to multitask in a fast-paced environment.
• Ability to maintain confidentiality and professionalism.
• Intermediate to advanced computer proficiency.
• Proficiency with Microsoft Office applications including:
  • Outlook
  • Word
  • Excel
  • PowerPoint
• Ability to work independently and as part of a collaborative team.
• Strong problem-solving and critical-thinking abilities.

Understands and applies Human Resources processes, administrative procedures, compliance standards, and organizational policies.

Effectively communicates verbally and in writing with employees, applicants, leadership, and stakeholders.

Provides professional, responsive, and solution-oriented support.

Works cooperatively with HR team members and organizational departments to achieve shared goals.

Builds positive relationships across departments and supports cross-functional initiatives.

Understands and follows organizational policies, procedures, and compliance obligations.

Maintains organization, prioritization, accuracy, and attention to detail in administrative processes.

Accurately maintains employee records, documentation, and information systems.

Demonstrates integrity, accountability, discretion, and a positive attitude.

• Computer
• Telephone
• Cellular phone
• Copier
• Scanner
• Fax machine
• Printer
• Multifunction office equipment

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Human Resources Information Systems (HRIS)
• Applicant Tracking Systems (ATS)
• Electronic document management systems
• Agency-specific software applications

• Ability to sit, stand, and walk for moderate periods throughout the workday.
• Frequent use of hands and fingers for data entry, filing, and office administration.
• Ability to communicate detailed information verbally and in writing.
• Ability to work with computers and office technology for extended periods.
• Ability to move throughout office environments efficiently.

• Ability to lift and carry up to 25 pounds routinely.
• Ability to push or pull up to 50 pounds occasionally when required.

• Professional office environment.
• Minimal exposure to outdoor conditions.
• May occasionally participate in organizational activities outside traditional office settings.
• May interact with emotionally or behaviorally challenged individuals in a healthcare or human services environment.
• May require flexibility in scheduling to support business needs.

• HIPAA Compliance
• Confidentiality Standards
• Information Security Practices
• Bloodborne Pathogen Awareness
• Workplace Safety Procedures
• Fire and Emergency Safety Procedures

• Maintain confidentiality of all employee, applicant, and organizational information.
• Attend all required trainings, meetings, and professional development activities.
• Maintain a professional demeanor and exercise sound judgment at all times.
• Observe all Human Resources, organizational, and compliance-related policies.
• Support HR service excellence and organizational goals.
• Demonstrate flexibility and willingness to assist with administrative and departmental needs.
• Perform all other duties as assigned.

Apis Services maintains a drug-free workplace. As a general policy, pre-employment drug testing is not required for employment with Apis Services.

However, drug and alcohol testing may be required under specific circumstances, including but not limited to:

• Following a work-related vehicle accident, in accordance with applicable policy and legal requirements.
• Following a workplace incident or injury where post-incident or workers’ compensation drug testing is appropriate or required.
• Certain affiliates may be subject to federal, state, licensing, regulatory, contractual, or funding agency requirements that mandate pre-employment or ongoing drug testing for specific positions or programs. In those cases, the affiliate-specific policy will govern those positions.

The statements on these pages reflect the general duties considered necessary to describe the principal functions of the job as identified. These statements shall not be considered a detailed description of all work requirements that may be inherent in the position. We rely on good judgment, common sense, professionalism, and teamwork.

From time to time, employees may be requested to perform other duties essential to the effective operation of the organization. Appropriate training will be provided when necessary.

Please note that work schedules are subject to change based on business needs. Flexibility in working hours, including evenings, weekends, holidays, overtime, and special projects may be required.

The more you know and the more areas in which you can work within the organization will add value to you as a professional and contribute to the continued success of Inperium, Inc. & Family of Services.

Apis Services, Inc. (a wholly owned subsidiary of Inperium, Inc.) provides a progressive platform for delivering Shared Services to Inperium and its constellation of affiliate companies. Apis Services and its affiliates provide equal employment opportunities to all employees and applicants in accordance with federal, state, and local laws and regulations. Employment decisions are made without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, ancestry, age, disability, genetic information, marital status, pregnancy, veteran status, or any other protected status under applicable law. This commitment extends to every phase of employment, including recruitment, hiring, compensation, benefits, promotion, training, and termination.