Human Resources Assistant

CC Agency is hiring a Human Resources Assistant to support hiring, onboarding, and ongoing personnel file compliance for staff in Fairfax, VA. This role is central to ensuring employees meet Virginia DBHDS, VDH, and DMAS DD Waiver and CCC Plus Waiver requirements before and throughout employment, with close attention to documentation accuracy and timeliness.

What you’ll do

• Post openings, screen applicants, schedule interviews, and confirm candidates meet minimum qualifications for the role, including age, education, and licensure.
• Check references and verify professional licenses (RN/LPN) through the Virginia Board of Nursing.
• Initiate fingerprint-based criminal background checks through the DBHDS Office of Background Investigations, track results within required timeframes, and ensure employees do not work unsupervised before clearance.
• Complete Virginia Sex Offender and Crimes Against Minors Registry searches, and the Child Protective Services Central Registry search for staff serving minors.
• Run OIG List of Excluded Individuals/Entities (LEIE) and DMAS Medicaid exclusion checks at hire and on a monthly basis.
• Track valid driver’s licenses and auto insurance for staff who transport individuals.
• Coordinate new-hire orientation, including agency policies, human rights regulations (12VAC35-115), HIPAA, abuse/neglect reporting, and emergency procedures.
• Confirm Direct Support Professionals (DSPs) complete DBHDS DSP Orientation Training and pass the required test before working alone with individuals.
• Track DSP and supervisor competency checklists to completion within required timeframes.
• Monitor training and certification status for CCC Plus aides, including CPR/First Aid, medication administration training, TB screening, and the 40-hour Personal Care Aide training.
• Ensure onboarding requirements are complete for all employees.
• Maintain complete, confidential personnel files, including application materials, signed job description, Form I-9, background check results, training certificates, competencies, licenses, and performance evaluations.
• Maintain an expiration tracking system for licenses, certifications, and required trainings, and send renewal reminders ahead of deadlines.
• Conduct quarterly internal personnel file audits and correct deficiencies.
• Review Electronic Visit Verification (EVV) check-in and check-out and visit documentation for completeness and timeliness, and flag missing or late entries to supervisors.
• Assist with documentation compliance as needed, including audits of service notes, ISP-related paperwork, and other records to confirm they are complete, signed, dated, and filed on time.
• Help prepare records for DBHDS licensing reviews, Quality Service Reviews, and Managed Care Organization (MCO) audits.
• Support scheduling and tracking of annual performance evaluations.
• Process employee separations, including same-day removal of EHR/EVV system access and collection of agency property.
• Perform other duties as assigned.

What you bring

• High school diploma or equivalent required; associate’s degree or coursework in human resources, business, or a related field preferred.
• 1 to 2 years of human resources or administrative experience, preferably in healthcare or Medicaid-funded services.
• Strong attention to detail, organization, and the ability to maintain confidentiality.
• Proficiency with HR software, spreadsheets, and electronic records systems.
• Ability to pass the same background checks and screenings required of direct care staff.

Tools and systems you’ll use

• HIPAA
• Electronic Visit Verification (EVV)
• EHR
• Spreadsheets and electronic records systems

Schedule, location, and pay

• Location: Fairfax, VA (in person/onsite)
• Expected hours: 20.0 to 40.0 hours per week
• Pay: $20.00 to $25.00 per hour

Benefits

• Dental insurance
• Health insurance
• Paid time off

Working conditions

• Primarily office-based with occasional travel to service locations or meetings.
• Requires handling confidential employee and individual information in compliance with HIPAA and agency policy.