Job Title: Human Resources Assistant
Location: Blue Ash, Ohio (On-Site)
Pay: $44,600 - $53,890 (commensurate with experience)
Job Type: Full-Time (37.5 hours/week, Monday–Friday)
Your Organization. Their Compliance. Your Career with Purpose.
At COA of Southwestern Ohio, People Services Workforce Administration ensure the systems, records, and processes that support our employees are accurate, compliant, and human-centered. Your work makes it possible for teams across the agency to focus on what matters most—supporting older adults and caregivers—while you enjoy trust, stability, and the satisfaction of mission-driven impact.
Job Summary
This role provides essential administrative and clerical support to COA’s People Services Division. You’ll be responsible for employee records, HRIS data, onboarding documentation, licensure and background checks, and FMLA administration—ensuring compliance with federal, funder, and regulatory requirements. You’ll also serve as a first point of contact for employees, helping connect people with the right resources while upholding professionalism, confidentiality, and care.
Responsibilities
HR Administration & HRIS System Management
- Process all new hire documentation and employee changes in the HRIS, including promotions, transfers, merit and equity increases
- Create, maintain, and audit personnel files (paper and electronic) to ensure alignment and compliance
- Maintain I-9 documentation and employment eligibility compliance
- Prepare and maintain onboarding files and act as the first point of contact for new employees
Compliance, Licensure & Records
- Verify licensure renewals, required insurance, and training documentation for licensed staff
- Complete and track required background checks and Medicare First Tier Downstream Entity screenings
- Maintain compliant records in alignment with federal, state, and funder regulations
- Prepare files and documentation for audits as needed
FMLA & Leave Administration
- Coordinate FMLA administration using both manual and automated processes
- Issue required paperwork, create and manage leave cases in HRIS, and ensure accurate payroll coordination
- Collect return-to-work documentation and collaborate with IT to restore system access in compliance with HR and HITRUST standards
Employee Support & Administrative Coverage
- Complete employment verifications and respond to employee inquiries, directing questions to appropriate resources
- Provide front desk coverage as needed, responding to calls and in-person inquiries using multiple COA systems
- Support general administrative needs for the People Services Division, including copying, scanning, shredding, and records management
- Perform other duties as assigned within the scope of the position
Qualifications
- High school diploma or GED plus 4+ years of experience in Human Resources or HR-related office operations
- Demonstrated experience working in HRIS platforms and maintaining compliant employee records
- Strong working knowledge of FMLA administration, employment compliance, and recordkeeping requirements
- Advanced proficiency in Microsoft Word, Excel, Windows OS, and data entry
- Excellent written and verbal communication skills with a customer-focused mindset
- Proven attention to detail, organization, and accuracy in a fast-paced environment
- Ability to adapt to changing priorities and continuously improve processes
- Valid driver’s license with reliable transportation for travel within Southwestern Ohio
- Ability to travel within Ohio for training as needed
Why Join COA?
- 50+ years of trusted service supporting older adults and caregivers in Southwestern Ohio
- A People Services team grounded in integrity, trust, and mission alignment
- Structured processes with clear expectations—without the pressure of corporate HR environments
- Work that directly supports employees who make a difference every day
“The work here matters. Even behind the scenes, you know what you do protects employees and strengthens programs that help real people.”
— COA People Services Team Member
Benefits That Support Your Life and Purpose
- Consistent, full-time schedule with predictable hours to support work-life balance
- Pension plan with a 6% annual company contribution to help you plan confidently for the future
- Generous paid time off and 12 paid holidays so you can recharge and stay well
- Health, dental, and vision insurance to support your physical and financial wellbeing
- Professional development opportunities to strengthen your HR skills and career path
- Employee assistance program and pet insurance—supporting your whole life, not just your job
