DIVISION: Administration 

REPORTS TO: HR Manager 

SUPERVISES: None 

EXEMPTION STATUS:  Non-Exempt 

POSITION SUMMARY: The Human Resources Coordinator supports Behavioral Health Allies’ Human Resources operations with a primary focus on onboarding compliance, new hire clearance, documentation accuracy, and HRIS data management.

This role is responsible for ensuring all new hires successfully complete the required pre-employment onboarding process, including background checks, credential verification, documentation collection, and HRIS record entry prior to start dates.

The HR Coordinator works closely with recruiting, HR leadership, and operational leaders to ensure employees are properly cleared, documented, and compliant before beginning employment. This role serves as the final compliance checkpoint in the hiring process, ensuring all required employment documentation meets regulatory and organizational standards.

Guided by Behavioral Health Allies’ Core Values—

Empower Through Innovation, Integrity in Action, Advocate with Passion, Leaders in Learning, Compassionate Care Always, and Sustainable Growth, Lasting Impact—this role helps ensure a professional onboarding experience while protecting the organization from compliance risks.

This position requires exceptional attention to detail, strong organization, a sense of urgency, and the ability to manage multiple onboarding timelines simultaneously.

QUALIFICATIONS:

Education & Experience:

• Bachelor’s degree in Human Resources, Business Administration, or related field preferred

• 1–3 years of HR, recruiting coordination, or onboarding experience preferred

• Experience working in regulated environments (healthcare, education, behavioral health, transportation, or human services) preferred

Skills & Competencies

• Strong attention to detail and documentation accuracy

• Ability to manage multiple onboarding timelines simultaneously

• Strong organizational and tracking skills

• Professional communication and customer service orientation

• Ability to maintain confidentiality and manage sensitive information

• Experience with HRIS systems (Paylocity preferred) 

• Strong written and verbal communication skills

• Ability to work in fast-paced environments with high hiring volume

• Ability to manage multiple deadlines and competing priorities

• Strong reporting and data tracking skills

• Professional presence and discretion

• Strong Microsoft Office skills

• Ability to work independently and collaboratively

KEY RESPONSIBILITIES:

Empower Through Innovation

• Maintain onboarding tracking systems that ensure new hires move efficiently through the hiring process.

• Support improvements to workflows and documentation management systems.

• Assist HR leadership in maintaining organized digital HR records and onboarding tracking tools.

• Support HRIS improvements to ensure accurate employee record management.

• Identify efficiencies in compliance tracking and reporting.

• Assist with process improvement initiatives.

Integrity in Action

• Ensure all pre-employment documentation is collected, verified, and properly stored before employee start dates.

• Verify completion of required background checks and employment screenings.

• Ensure the correct background checks are requested based on position requirements.

• Maintain documentation standards that support state, federal, and regulatory compliance audits.

• Ensure proper file naming conventions and documentation retention standards are followed.

• Maintain accurate documentation records to support regulatory review and compliance processes.

• Maintain strict confidentiality of employee information (HIPAA/PHI where applicable).

• Ensure background checks, license renewals, and credential updates are completed timely.

• Maintain OSHA logs and workers’ compensation documentation.

• Ensure compliance documentation is audit-ready at all times.

• Accurately track regulatory deadlines.

Advocate with Passion

• Serve as the primary HR contact for new hires during the onboarding process.

• Communicate with employees regarding onboarding requirements, documentation needs, and next steps.

• Provide support to new hires navigating onboarding tasks, HR systems, and required documentation.

• Ensure new hires receive a professional, welcoming, and supportive onboarding experience.

• Support employees through workers’ compensation and compliance processes.

• Communicate clearly and professionally with employees and supervisors.

• Promote a respectful and supportive workplace culture.

Leaders in Learning

• Assist with onboarding and new hire orientation preparation.

• Support HR leadership with new hire training documentation and onboarding materials.

• Provide guidance to employees on completing HR forms, onboarding tasks, and documentation requirements.

• Track required trainings and compliance certifications.

• Support supervisor education related to compliance processes.

• Stay informed on regulatory updates impacting HR practices.

Compassionate Care, Always

• Provide responsive communication and assistance to new hires during the onboarding process.

• Ensure new hires feel supported and informed as they prepare to begin employment.

• Maintain professionalism and respect when supporting employees with documentation and compliance requirements.

• Maintain empathy while ensuring procedural compliance.

• Support employees through administrative processes with professionalism and dignity.

Sustainable Growth, Lasting Impact 

• Maintain accurate onboarding records to support workforce compliance and organizational growth.

• Support HR documentation systems that ensure long-term workforce record integrity.

• Assist HR leadership in maintaining scalable systems as the organization grows.

• Maintain organized and accurate employee records.

• Support reporting for leadership and audits.

• Track compliance metrics and generate monthly compliance reports.

• Support annual compliance review cycles.

FUNCTIONAL RESPONSIBILITIES

Onboarding Compliance Management

• Manage the onboarding process for new hires from offer acceptance through employment start date.

• Track completion of onboarding tasks and required employment documentation.

• Ensure employees are fully cleared for employment prior to start dates.

• Follow up with new hires regarding incomplete onboarding tasks or missing documentation.

• Maintain onboarding trackers and status updates for HR leadership and recruiting teams.

• Recategorize and update onboarding statuses for candidates who are no longer moving forward.

Background Checks & Pre-Employment Screening

• Initiate and monitor background checks and employment screenings.

• Ensure proper screening types are requested based on role requirements.

• Track background check results and ensure documentation is saved for compliance purposes.

• Maintain accurate documentation of screening completion.

HRIS Data Entry & Documentation Management

• Enter new hire data into Paylocity HRIS system.

• Upload and store employee documentation within Paylocity.

• Ensure HRIS employee records are accurate and complete.

• Maintain electronic employee documentation folders according to organizational standards.

• Ensure I-9 compliance and documentation retention.

• Support benefits documentation tracking (as assigned).

New Hire Communication & Pre-Start Follow-Up

• Communicate regularly with new hires regarding onboarding tasks and start readiness.

• Follow up with employees prior to start date to ensure onboarding tasks are completed.

• Contact new hires who have incomplete onboarding documentation or outstanding tasks.

• Send welcome communications and onboarding instructions once employees are cleared to begin employment.

HR Operational Support

• Support HR leadership with onboarding reports and documentation tracking.

• Assist with preparation for new hire orientation sessions when needed.

• Assist with HR administrative tasks and documentation organization.

• Provide general HR support to the recruiting and HR teams.

Employee Engagement Programs 

• Manage internal recognition programs (e.g., Bucks program).

• Maintain merchandise inventory and fulfillment tracking.

• Support employee engagement initiatives.

Compliance & Credentialing Tracking 

• Track and monitor:

o Annual background checks

o Driver’s licenses

o Professional licenses

o CPR and certification renewals

• Generate monthly compliance reports.

• Notify supervisors of upcoming expirations.

Other Duties

• Ensure adherence to all organizational timelines and regulatory deadlines.

• Support HR initiatives and workforce development projects.

• Perform additional duties and special projects as assigned.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

FULL-TIME BENEFITS

• Medical, Dental, and Vision coverage
• OnDemand Pay (access your pay when you need it)
• Health Savings Account (HSA) / Flexible Spending Account (FSA) options
• Short- and Long-Term Disability coverage
• 401(k) with company match
• Additional $100 monthly wellness benefit after 90 days

Starting Pay: Our compensation is competitive within the market. The minimum rate for this position begins at $25.50 per hour with your final offer based on a combination of your education, relevant experience, and overall qualifications.