Job Information
BriteLife Recovery HR Administrative Assistant in ENGLEWD CLFS, New Jersey
Job Description: HR Administrative Assistant
Organization: Britelife Recovery
Department: Human Resources
Reports To: Chief Adminstrative Officer
FLSA Status: Non-Exempt
Employment Type: Full-Time, Remote Position
Position Summary
The HR Administrative Assistant provides administrative and operational support to the Human Resources Department for Britelife Recovery, a multi-state substance use and mental health treatment provider. This position supports HR functions across Pennsylvania, South Carolina, New York, and New Jersey by maintaining employee records, assisting with onboarding, tracking credentials and clearances, and supporting regulatory compliance requirements.
The HR Administrative Assistant must maintain strict confidentiality while ensuring accuracy and compliance with state and regulatory requirements applicable to healthcare and substance use treatment providers.
Essential Duties and Responsibilities HR Administrative Support
Maintain electronic and paper personnel files in accordance with company and regulatory standards
Enter and update employee information in HR systems
Prepare employment documentation including:
Offer letters
New hire packets
Status change forms
Separation documentation
Maintain HR tracking spreadsheets and logs
Assist with scheduling HR meetings and interviews
Provide administrative support to HR leadership
Maintain organized filing systems
Onboarding and New Hire Processing
Coordinate onboarding for new employees across all locations
Prepare and distribute onboarding paperwork
Ensure completion of:
I-9 forms
W-4 forms
Direct deposit forms
Policy acknowledgments
Assist with orientation scheduling
Monitor completion of onboarding requirements
Ensure all required employment documentation is completed prior to start date when applicable
Compliance and Credential Tracking
Maintain personnel files in compliance with regulatory requirements
Track required clearances and credentials including:
Criminal background checks
Child abuse clearances
Fingerprinting
Professional licenses
Certifications
TB testing
CPR and First Aid
Monitor expiration dates and notify employees and supervisors of renewals
Maintain compliance tracking systems
Ensure required documentation is current and complete
Assist with personnel file audits
Recruitment Support
Assist with posting open positions
Maintain applicant tracking logs
Schedule interviews
Communicate with candidates as directed
Prepare hiring documentation
Assist with pre-employment requirements
Regulatory and Audit Support
Assist with preparation for licensing and regulatory reviews
Maintain organized documentation for inspections
Assist with corrective action tracking as requested
Ensure personnel files meet regulatory standards
Assist with internal audits
Employee Support
Respond to routine HR-related questions
Assist employees with HR forms and documentation
Provide guidance on standard HR processes
Direct complex issues to HR leadership
Provide professional and courteous service to employees
Confidentiality and Professional Standards
Maintain strict confidentiality of employee information
Handle sensitive information appropriately
Follow all company privacy policies
Maintain professional boundaries
Demonstrate ethical and professional conduct
Comply with all company policies and procedures
Additional Duties
Provide general administrative support to the HR department
Assist with special HR projects
Support company initiatives as assigned
Perform other duties as assigned
Minimum Qualifications Education
High School Diploma or equivalent required
Associate degree or Bachelor’s degree preferred
Experience
Minimum of 1 year administrative experience preferred
Human Resources or healthcare experience preferred
Experience in multi-site organizations preferred
Knowledge, Skills, and Abilities
Strong organizational skills
Excellent attention to detail
Ability to maintain confidentiality
Strong communication skills
Ability to prioritize tasks
Ability to work independently
Strong time management skills
Professional demeanor
Basic knowledge of employment practices preferred
Technical Skills
Microsoft Office (Word, Excel, Outlook)
Electronic document management
HRIS systems preferred
Ability to learn new systems quickly
Physical Requirements
Ability to sit for extended periods
Ability to use a computer and office equipment
Ability to lift up to 20 pounds occasionally
Work Environment
Office environment
Regular interaction with employees and management
Fast-paced healthcare environment
Multi-state organization
Key Competencies
Professionalism
Confidentiality
Accuracy
Organization
Dependability
Customer Service
Teamwork
Initiative