HR Coordinator / Personnel Coordinator

Position Summary The Personnel Coordinator is an integral member of the Human Resources and Operations team, dedicated to supporting our In-Home and Community Support (IHCS) programs under the Office of Developmental Programs (ODP). Working closely with the Recruiting Department and Operations team, this role focuses primarily on onboarding, clearance verification, personnel file administration, HR audit readiness and ongoing regulatory compliance for Direct Support Professionals (DSPs). By enforcing strict compliance with state, federal and ODP standards while providing high-touch employee support, the Personnel Coordinator ensures seamless transitions from candidate selection to active field placement for the individuals we support. Key Responsibilities 1. Onboarding & Compliance Management Facilitate the complete hiring and onboarding workflow once candidates are handed off by the Recruiting Manager, ensuring 100% compliance with federal, state, local and ODP regulatory standards prior to placement. Run, verify and track mandatory pre-employment checks, including criminal history clearances, child abuse clearances, FBI fingerprinting, state registries and professional reference checks. Administer and verify Form I-9 documentation, maintaining strict ongoing employment authorization tracking. Assemble, coordinate and facilitate new hire orientation sessions and manage the accurate execution of all orientation paperwork and financial documents. 2. Personnel File Administration & Audit Readiness Build, organize and maintain comprehensive digital and physical personnel files (PFs) for all active and separated personnel. Perform continuous routine audits of personnel files, payroll inputs and HR requirements to maintain year-round inspection readiness for internal and state ODP audits. Track and manage expiration dates for recurring credentials, mandatory annual trainings, driver documentation and background check renewals. Process administrative termination paperwork, assist with offboarding procedures and complete exit documentation. 3. Employee Relations & HR Operations Serve as the primary point of contact for employee inquiries, delivering professional customer service to Direct Support Professionals (DSPs), office staff and individuals/families. Build positive, supportive working relationships with active field staff to boost employee retention and maintain strong communication channels. Assist leadership with the administrative preparation, tracking and distribution of periodic performance reviews. Execute essential administrative HR functions, including paycheck processing/distribution, HRIS data entry, record maintenance, filing and general agency correspondence. 4. Operations & Recruitment Support (Secondary) Maintain and update applicant status indicators and onboarding progress within the HRIS/ATS. Assist the Recruiting Manager and Operations team with administrative interview scheduling, candidate communication follow-ups or meeting coordination as requested. Assist with temporary administrative staffing or field coverage support during peak operational needs. Minimum Qualifications Education & Experience: High School Diploma or equivalent required (Associate’s or Bachelor’s degree in HR, Business Administration or related field preferred); minimum 1–2 years of experience in HR administration, onboarding or compliance. Industry Knowledge: Prior experience with healthcare, home care or human services compliance (ODP / IDD regulatory standards strongly preferred). Skills & Competencies: Exceptional detail orientation, organizational skills and file auditing capabilities. High standard of professionalism, confidentiality and organizational ethics. Strong written and verbal communication skills across all organizational levels. Results-driven work ethic with a high sense of urgency in fast-paced operational environments. Proficiency with HRIS databases, ATS platforms and standard Microsoft Office tools. Compliance Requirements: Must pass all required state/federal background checks and registry screenings prior to start date.