HR and Payroll Specialist in Malverne 11565

Job Summary (please note this is an in-person role located at 341 Trinity Place,Malverne, NY 11565)

The HR & Payroll Specialist plays a critical role in ensuring smooth human resources administration, accurate and timely payroll processing, management of clinical documentation, client onboarding, provider coordination, and insurance compliance. This position supports both the administrative and clinical teams by maintaining essential personnel and EMR systems, managing communication with families, BCBAs, and providers, and ensuring overall operational and Medicaid/insurance compliance.  

Key Responsibilities 

Human Resources Administration 

• Personnel Records: Maintain and update confidential employee personnel files, ensuring required certifications, licenses, and compliance paperwork are current.  

• Onboarding & Offboarding: Assist with the onboarding process for new hires (including background checks, I-9 verification, and document collection) and support offboarding procedures.  

• Employee Support & Inquiries: Serve as a point of contact for staff regarding basic HR inquiries, PTO/leave tracking, and policy clarification. 

• HR Compliance: Ensure HR records and practices adhere to relevant labor laws, company policies, and healthcare compliance requirements.  

Payroll Processing 

• Payroll Execution: Prepare, review, and process staff data accurately and in a timely manner.  

• Documentation & Follow-Up: Reach out to employees for missing payroll information or documentation.  

• Issue Resolution: Verify payroll details and promptly resolve any payroll-related discrepancies or issues.  

• Record Keeping: Maintain and organize general payroll and wage documentation.  

Client Onboarding & Support 

• Client Setup: Add new staff into Rethink (EMR)/ADP WFN and update placeholders accordingly.  

• Client Onboarding/Maintenance/Offboarding Documentations: Processing both hired and terminated employees or adjusting any rate changes or document updates to remain complaint (such as 1099 to W2 conversions). 

• Provider Agreements: Facilitate completion and collection of BCBA provider agreements and act as an administrative liaison for BCBAs.  

Compliance & Reporting 

• Annual Progress Reports: Send required annual progress reports to prescribing doctors on schedule.  

• Audit Preparation: Organize and maintain clinical files to ensure accessibility for internal audits or clinical reviews.  

• General Administrative Support: Assist with other HR, clinical, and administrative projects as assigned.  

Responsibilities may be adjusted as business needs arise from the Clinical Director or Director of Operations. 

Qualifications 

• Experience: 2–5 years of experience with ADP Workforce Now.  

• EMR Systems: Experience with Rethink or similar EMR systems preferred.  

• Industry Knowledge: Familiarity with Medicaid, insurance documentation, and healthcare compliance processes preferred (experience in ABA or behavioral health is a plus).  

• Education: Recent graduates welcome! Preferred majors in Accounting, Finance, Mathematics, Economics, or Human Resources.  

• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook).  

• Soft Skills: Excellent organizational, time management, and communication skills with strong attention to detail and ability to multi-task.