Human Resources Generalist

Job Description

Job Description:\n\nHR Generalist\nCompany: AJ’s Safe Place Residential Facility, Inc.Location: Phoenix, ArizonaPosition Type: Full-Time, SalariedCompensation: $1,875 biweeklySchedule: Monday–Friday, 8:00 AM–5:00 PMReports To: Owners/AdministratorsIntroductory Period: 90 Days\nWork Arrangement\nThe regular hybrid schedule is:\n\nMonday: In Field (As Needed)\nTuesday: Remote\nWednesday: Remote\nThursday: Remote\nFriday: In office\n\nThe HR Generalist may be required to work additional days in office during training, audits, investigations, orientations, or when operational needs require an in-person presence.\nThe standard lunch period is 12:00–1:00 PM, although lunch may shift on orientation days.\nPosition Summary\nAJ’s Safe Place is seeking a highly organized, dependable, and proactive HR Generalist to oversee the daily human resources functions supporting our residential group homes and Day Treatment and Training program.\nThe HR Generalist is responsible for maintaining employee compliance, recruiting and onboarding qualified staff, coordinating background clearances, managing certifications, leading orientation, administering benefits, supporting payroll, maintaining HR systems, managing employee relations, coordinating offboarding, and providing leadership with accurate and timely HR reports.\nThis position requires someone who can follow established procedures, take detailed notes, retain training, ask thoughtful questions, manage competing priorities, and become increasingly independent.\nThe HR Generalist will be provided with an organized HR Hub containing the processes, templates, checklists, schedules, and tools needed to perform the role successfully.\nThe Non-Negotiable Clearance Rule\nEmployees who are not fully cleared may not be placed on the schedule or work a shift.\nWhen the HR Generalist is uncertain about an employee’s clearance status, the employee must be held from the schedule until the required information is verified with the appropriate trainer, Quality Assurance representative, or owner.\nThis expectation applies from the HR Generalist’s first day and remains one of the position’s most important responsibilities.\nWeekly Schedule and Required Meetings\nThe HR Generalist’s week follows a consistent operating rhythm:\nMonday — Compliance, Staffing, and Leadership\n\nReview urgent HR, staffing, payroll, and compliance concerns.\nAudit employee files and clearance requirements.\nReview current vacancies and open shifts.\nPrepare for and participate in the Admin Meeting.\nRecruit, schedule interviews, send offers, and follow up with candidates.\nComplete benefits, payroll, employee-relations, and meeting follow-up tasks.\n\nRequired Admin Meeting: 11:00 AM–12:00 PM\nDuring the meeting, HR must report on open positions, new hires, orientation status, compliance deficiencies, fingerprint status, certification expirations, attendance concerns, retention concerns, benefits, and payroll matters requiring leadership support.\nTuesday — Recruiting, Onboarding, and File Completion\n\nComplete CMU compliance audits and employee-file reviews.\nConduct interviews and applicant follow-up.\nContact DDD, training providers, background-check vendors, and other agencies.\nFollow up on onboarding documentation.\nMonitor I-9 documents, fingerprints, CBCs, certifications, and training.\nConduct retention check-ins.\nComplete offboarding and system updates.\n\nWednesday — Compliance, Employee Relations, and Orientation Preparation\n\nContinue CMU compliance work.\nConduct interviews and recruiting activities.\nConfirm Thursday orientation attendees.\nReview onboarding paperwork and identify missing documents.\nSend orientation reminders and meeting links.\nAssist managers with employee concerns and corrective actions.\nPrepare orientation materials and system-access steps.\n\nThursday — Online Orientation Day\nOnline Orientation: 10:00 AM–2:00 PM\nThe HR Generalist owns the full online-orientation process, including:\n\nConfirming attendees and readiness.\nVerifying onboarding documents.\nLeading or actively participating in HR portions.\nCovering company expectations, chain of command, attendance, benefits, payroll, scheduling systems, BambooHR, Therap, confidentiality, member rights, and DDD/CMU requirements.\nRecording attendance.\nUploading completed documentation.\nIdentifying missing requirements.\nSending next-step instructions.\nCoordinating employee assignments and member-specific orientation with managers.\nClearly identifying employees who are not yet cleared to work independently.\n\nFriday — In-Person Orientation and Weekly Closeout\nIn-Person Orientation: 10:30 AM–3:00 PM\nThe HR Generalist owns the full in-person orientation process, including:\n\nPreparing materials, sign-in sheets, equipment, and the training room.\nVerifying new-hire identity and documentation.\nLeading or participating in company, HR, compliance, payroll, scheduling, conduct, confidentiality, and member-safety sections.\nUploading completed documents.\nUpdating onboarding records.\nCommunicating employee status to managers.\nScheduling member-specific orientation.\nAuditing BambooHR, Paychex, When I Work, and Therap.\nSending the weekly HR report to leadership.\n\nThursday and Friday orientations are not meetings the HR Generalist simply attends. HR is responsible for the process before, during, and after orientation.\nEssential Duties and Responsibilities\nRecruiting and Hiring\n\nConfirm current staffing needs with Program Directors, Leads, and leadership.\nMaintain an accurate list of openings by program, shift, location, and urgency.\nCreate and post approved job advertisements.\nReview applications and screen candidates.\nSchedule and conduct interviews.\nComplete references when required.\nPrepare approved employment offers.\nMaintain prompt and professional communication with candidates.\nTrack each candidate from application through final clearance and placement.\nNotify leadership and managers of hiring delays or concerns.\n\nOnboarding and Background Checks\n\nManage the full onboarding process from accepted offer through clearance to work.\nAssign and track BambooHR onboarding documents.\nVerify Form I-9 documentation and employment authorization.\nCoordinate E-Verify requirements when applicable.\nCoordinate fingerprint-clearance-card applications.\nTrack Criminal Background Checks and Central Registry checks.\nCoordinate AZDPS fingerprint requirements.\nTrack SAM, LEIE, OIG, APS, and other required exclusion checks.\nMaintain accurate onboarding and clearance trackers.\nNotify employees of incomplete requirements.\nConfirm that all required steps are completed before an employee is scheduled.\n\nTraining and Certifications\n\nTrack all required employee training and certification requirements.\nMonitor CPR, First Aid, Article 9, Prevention and Support, medication administration, and other required training.\nCoordinate training through Omnean and other approved providers.\nMaintain 30-, 60-, and 90-day expiration reports.\nNotify employees and managers of upcoming expirations.\nEscalate unresolved or expired requirements.\nRemove or hold employees from applicable assignments when they are not compliant.\nTrack member-specific orientation and readiness to work independently.\n\nCMU Compliance and Staff Files\n\nMaintain complete, organized, and survey-ready employee files.\nConduct routine audits of active employee records.\nUse the DDD/CMU monitoring worksheet when reviewing files.\nVerify required hiring documents, clearances, credentials, training, and signatures.\nCorrect missing or outdated employee information.\nMaintain evidence of monthly exclusion checks.\nPrepare records for internal reviews, DDD monitoring, and CMU audits.\nImmediately notify leadership of serious compliance concerns.\n\nHR Systems and Tools\nThe HR Generalist is responsible for accurate employee information and access within applicable systems, including:\n\nBambooHR\nWhen I Work\nPaychex Flex\nTherap\nOmnean\nDDD Focus\nQuickConnect\nAZDPS\nOther company-approved HR, compliance, scheduling, background-check, or training systems\n\nResponsibilities include:\n\nCreating employee profiles.\nUpdating job titles, supervisors, assignments, pay status, and employment status.\nAssigning forms, tasks, and signatures.\nTracking certifications and expiration dates.\nCreating and removing system access.\nRemoving former employees from active systems.\nConducting routine cross-system audits.\nProtecting confidential employee and member information.\n\nPayroll and Benefits\n\nAssist with new-hire setup in Paychex.\nVerify employee information before payroll deadlines.\nReview missed punches, timekeeping discrepancies, and approved corrections.\nProcess approved pay-rate, deduction, benefit, and employment-status changes.\nAssist employees with payroll and benefit questions.\nTrack benefit eligibility and enrollment deadlines.\nCoordinate medical-benefit enrollment and payroll deductions.\nMaintain accurate benefit records.\nAssist with qualifying life events and benefit termination.\nEscalate payroll errors or compensation decisions requiring owner approval.\n\nEmployee Relations and Retention\n\nServe as an accessible and professional HR resource.\nReinforce the company’s chain of command.\nAssist managers with coaching, corrective action, and performance-improvement documentation.\nMaintain complete and objective employee-relations records.\nSupport investigations as directed by ownership.\nConduct new-hire and employee check-ins.\nComplete 7-day, 30-day, 60-day, and 90-day retention check-ins.\nIdentify employees at risk of resignation or disengagement.\nReview patterns involving attendance, leadership, scheduling, training, or morale.\nRecommend practical employee-retention improvements.\nEscalate investigations, terminations, legal matters, harassment concerns, and serious safety issues to ownership.\n\nOffboarding\n\nManage resignations, terminations, and job-abandonment processes.\nPrepare separation documents and acknowledgments.\nConfirm the employee’s last date worked.\nUpdate BambooHR, Paychex, When I Work, Therap, and other systems.\nRemove system and facility access.\nCoordinate benefit termination.\nTrack the return of company keys, identification, equipment, cards, and other property.\nNotify managers and leadership.\nConduct exit interviews when appropriate.\nDocument separation reasons.\nReopen the position when replacement staffing is required.\n\nReporting\nThe HR Generalist must maintain and provide accurate reporting regarding:\n\nOpen positions\nApplicants and interviews\nOffers and expected start dates\nNew-hire onboarding status\nFingerprint and background-check status\nOrientation attendance\nEmployee clearance status\nMissing or expiring certifications\nCompliance percentage\nBenefits and payroll matters\nRetention check-ins\nAttendance concerns\nResignations and terminations\nPriorities for the following week\nMatters requiring leadership decisions\n\nA complete HR report is due to leadership every Friday.\nEscalation Expectations\nThe HR Generalist should seek support from:\n\nTrainer: Processes or responsibilities that are unclear\nProgram Director or Program Leads: Scheduling and coverage\nQuality Assurance: Employee-file and survey readiness\nPaychex Representative: Payroll-system questions\nOwners/Administrators: Terminations, investigations, legal matters, major compliance risks, compensation decisions, or member-safety concerns\n\n90-Day Training and Performance Plan\nDays 1–45: Orientation and Training\nDuring this period, the HR Generalist will:\n\nReview the HR Hub and transition binder.\nLearn all HR systems.\nShadow the trainer.\nAttend and observe meetings and orientations.\nLearn recruiting, onboarding, compliance, payroll, benefits, employee relations, and offboarding procedures.\nComplete assigned audits and training exercises.\nTake detailed notes and ask thoughtful questions.\n\nDays 46–90: Lead While Management Shadows\nDuring this period, the HR Generalist will:\n\nBegin leading the weekly HR workflow.\nLead or co-lead orientation.\nManage recruiting and onboarding.\nMaintain compliance trackers.\nPrepare HR reports.\nHandle routine employee questions.\nComplete system updates.\nEscalate matters appropriately.\nDemonstrate increasing independence while management monitors and supports performance.\n\nThe Hub specifically states that the first 45 days are focused on orientation, while Days 46–90 require the HR Generalist to lead while management shadows.\nRequired Qualifications\n\nHigh school diploma or equivalent.\nPrevious HR, recruiting, compliance, onboarding, payroll-support, or office-administration experience.\nStrong written and verbal communication skills.\nStrong organizational and documentation skills.\nAbility to manage confidential information.\nAbility to learn and navigate multiple software systems.\nAbility to prioritize urgent issues and meet deadlines.\nAbility to work independently after training.\nAbility to travel between company programs when required.\nAbility to pass all required background and employment clearances.\n\nPreferred Qualifications\n\nAssociate’s or bachelor’s degree in Human Resources, Business Administration, Healthcare Administration, or a related field.\nAt least two years of HR experience.\nExperience with BambooHR, Paychex Flex, When I Work, Therap, or similar systems.\nExperience with employee-file audits, credential tracking, and background checks.\nExperience in developmental-disability services, behavioral health, residential care, healthcare, or human services.\nFamiliarity with Arizona DDD and CMU requirements.\nSHRM, PHR, or related HR certification.\n\nKey Competencies\n\nAccountability\nConfidentiality\nReliability\nInitiative\nAccuracy\nFollow-through\nOrganization\nProfessional judgment\nEmotional intelligence\nClear communication\nConflict resolution\nTime management\nAbility to learn and retain information\nWillingness to accept feedback\nCommitment to member and employee safety\n\nSelf-Starter Expectations\nAJ’s Safe Place provides structured training, checklists, templates, procedures, and leadership support. The HR Generalist is expected to:\n\nTake detailed notes.\nReview available resources before asking repetitive questions.\nRetain and apply training.\nComplete assigned tasks without repeated reminders.\nIdentify concerns before they become emergencies.\nRecommend solutions instead of only reporting problems.\nMaintain regular communication with leadership.\nAsk questions when safety, compliance, payroll, or legal risk is involved.\nBecome increasingly independent throughout the 90-day introductory period.\n\nOther Expectations\n\nMaintain dependable attendance.\nBe available during the regular work schedule.\nRespond promptly to urgent communication.\nOccasionally respond to after-hours emergencies involving serious staffing, payroll, employee-relations, compliance, or member-safety matters.\nMaintain confidentiality at all times.\nPerform other related duties based on regulatory, staffing, and operational needs.\n\nEqual Employment Opportunity\nAJ’s Safe Place Residential Facility, Inc. is an equal-opportunity employer. Employment decisions are base