HR Office Assistant

Job Title: Human Resources Office Assistant

Location: Gateway Gardens & Corporate Office

Schedule: Full-Time, Monday through Friday, 8:00 am – 4:30 pm

Salary: $18.00-$28.00 per hour (DOE)

Bonus: $1,000 Sign-On Bonus

About Us:

Gateway Adult Residential Care operates four 24/7 residential care facilities dedicated to providing compassionate care to adults struggling with mental health issues, including Dementia, Alzheimer's, brain injuries, challenging behaviors, and aging-related needs. Our mission is to create a sanctuary for individuals seeking a supportive environment where care and services are delivered with compassion.

Position Summary:

As the Human Resources Office Assistant, you will provide structured administrative and clerical support to the Corporate Human Resources function within a licensed residential care environment. This role supports recruitment coordination, onboarding documentation control, personnel file maintenance, compliance tracking, and front desk operations. Your work directly supports documentation accuracy, regulatory readiness, and operational integrity while operating within clearly defined authority.

Key Responsibilities:

Recruitment and Onboarding Support

• Post approved job openings and maintain applicant tracking records
• Coordinate interview scheduling between candidates and leadership
• Prepare onboarding documentation and ensure employment forms are completed accurately and timely
• Coordinate background checks, drug screenings, and employment eligibility documentation
• Monitor onboarding completion status and notify HR leadership of delays or deficiencies

Personnel File and Documentation Control

• Maintain organized, inspection-ready personnel files
• Scan, upload, and index documentation in electronic record systems
• Conduct structured personnel file audits as directed
• Track required certifications, training requirements, and renewal deadlines
• Notify HR leadership of missing documentation or expiration risks
• Support record

Front Desk Operations

• Serve as recurring front desk support at Gateway Gardens
• Answer and route incoming calls professionally
• Greet visitors, applicants, vendors, and staff in a controlled manner
• Follow established access control procedures
• Receive, sort, and distribute mail and internal documents

Administrative and Operational Support

• Prepare standard correspondence under direction
• Respond to routine employee inquiries within defined parameters
• Escalate policy, disciplinary, or compliance concerns appropriately
• Participate in the required training and department meetings
• Maintain documentation standards consistent with residential care regulatory requirements

Preferred Education and Experience:

• High school diploma or equivalent required
• Associate degree or higher in business, human resources, or related field preferred
• Prior administrative or HR support experience
• Experience working in residential care or long-term care environments
• Proficiency with Microsoft Office and electronic record systems

Required Qualifications:

• Ability to maintain strict confidentiality and professional boundaries
• Demonstrated discretion in handling sensitive and confidential information
• Strong attention to detail and documentation accuracy
• Effective written and verbal communication skills in English
• Ability to follow established procedures and supervisory direction
• Ability to manage interruptions and competing priorities
• Ability to pass required criminal background check and drug screening
• Valid Oregon Driver's License or ability to obtain within 30 days if driving duties are assigned

Benefits:

• Competitive salary and comprehensive benefits package including:
  • 401(k) with 7% employer match
  • Health, Dental, and Life Insurance
  • Paid Time Off
  • Flexible Spending Account
  • Gym Membership
  • Telehealth services
  • Opportunities for professional growth and educational reimbursement.

Physical Requirements:

• Environment: Frequently work indoors; occasionally outdoors
• Movement: Perform tasks involving frequent sitting and occasional lifting up to 50 pounds
• Exposure: Possible exposure to contagious illnesses and emotionally sensitive subject matter
• Social Environment: Frequent interruptions, high-volume documentation work, constant public and staff interaction
• Specifics: Sitting (constantly), standing and walking (frequently), driving (rarely), bending/kneeling (rarely), reaching (frequently), speaking, hearing, seeing, reading, color distinction, and grasping (constantly)

Why Join Us:

At Gateway, we value our employees as much as our residents. We offer a supportive and dynamic work environment where you can thrive and make a real impact. Enjoy a comprehensive benefits package, continuous learning opportunities, and the satisfaction of contributing to a mission-driven organization that truly cares.

Gateway Adult Residential Care is an Equal Opportunity Employer:

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by federal, state, or local laws.

Current Openings for HR Office Assistant Jobs at Gateway Gardens