HR/Payroll Generalist

Department: Human Resources 

Reports To: Executive Director of Human Resources & Payroll

Status: Full Time, non exempt 

Position Summary 

The HR Assistant provides centralized administrative and operational support to the Executive Director of Human Resources & Payroll and to all Kalesta Healthcare Group facilities within CA, WA, and OR. This role strengthens HR operations by managing daily mail processing, supporting facility coordinators, maintaining employee files, assisting with payroll and benefits tasks, and ensuring compliance across California and Washington. The HR Assistant plays a critical role in improving efficiency, reducing compliance risk, and supporting consistent HR practices across all facilities. 

Essential Job Functions 

Centralized HR Support Functions 

Daily Support Center Mail & Document Processing 

• Manage daily Support Center mail, including sorting, scanning, and routing time sensitive HR, payroll, benefits, and compliance documents. 

• Upload and distribute documents to facilities and HR leadership to prevent delays or compliance exposure. 

• Maintain organized digital archives to support audit readiness and timely communication. 

Principal / 401(k) Task Management 

• Track and complete Principal/401(k) administrative tasks and maintain a running log of outstanding items. 

• Provide weekly updates to HR leadership to ensure timely completion and prevent overlooked deadlines. 

• Assist employees with basic 401(k) questions and escalate complex issues as needed. 

Coordinator Support Through Centralized HR Inbox 

• Monitor and manage a centralized HR inbox to provide quick responses to routine HR questions from facility coordinators. 

• Escalate complex issues to HR leadership to ensure timely and accurate resolution. 

Union & Education Fund Support

• Assist with California union reporting requirements and support Washington union reporting processes. 

• Track submission deadlines, maintain logs, and ensure accurate documentation. 

• Provide administrative support for education fund processes when assigned. 

Paycom & Data Management 

• Support HR leadership by preparing requested reports and ensuring data accuracy for decision making and audits. 

• Assist with system cleanup, file uploads, and user access tracking. 

• Assist in creating/removing facility level user access.

Employee File Maintenance 

• Conduct regular personnel file audits to ensure compliance with state, federal, and facility requirements. 

• Maintain digital and physical filing systems, ensuring secure storage and proper categorization. 

• Purge and archive files according to retention laws and company policy. 

General HR Administrative Support 

• Prepare routine HR correspondence, reminders, and notices for facility coordinators and leadership. 

• Support HR projects, process improvements, and documentation of workflows and checklists. 

• Provide weekly summaries of outstanding items, pending tasks, and facility needs. 

• Assist with scheduling, meeting preparation, and follow up communication. 

Additional HR Support Responsibilities 

Human Resources Operations 

• Track training completion, credentialing, and compliance requirements. 

• Maintain personnel files and ensure all required documentation is current and complete. 

• Support HR leadership with employee relations documentation and preparation for investigations. 

Recruitment & Hiring Support 

• Post job ads, screen resumes, and schedule interviews for facility and corporate positions. 

• Maintain applicant logs and ensure applications are stored according to retention requirements. 

• Track open positions and provide updates to HR leadership. 

Benefits Support 

• Respond to basic employee questions regarding health benefits, FSA, 401(k), and supplemental plans. 

• Assist with benefit enrollment forms, eligibility tracking, and documentation uploads. 

• Maintain logs for COBRA notices, benefit changes, and qualifying life events. 

Qualifications 

• 1–2 years of HR, payroll, or administrative experience preferred. 

• Strong organizational skills and high attention to detail. 

• Ability to maintain confidentiality and handle sensitive information. 

• Proficiency in Microsoft Office Suite and Paycom systems. 

• Excellent communication and customer service skills. 

• Experience in skilled nursing or assisted living preferred but not required. 

Core Competencies 

• Professionalism and confidentiality 

• Accuracy and attention to detail 

• Time management and prioritization 

• Customer service mindset 

• Problem-solving and initiative 

• Ability to work collaboratively with corporate and facility teams