POSITION:           Human Resources Assistant - Credentials
REPORT TO:       Director of Human Resources
                               Director of Administrative Services
                               Chief of Internal Operations
FLSA STATUS:    Non-Exempt
GENERAL SCOPE OF WORK: This position will be responsible for maintaining and fulfilling credentials, as well as assisting the Human Resources Department with general Human Resources tasks such as sourcing and screening qualified candidates, recruiting, on-boarding, maintaining files and additional projects as assigned.


  • Maintains New Hire Credential tracking, including:
    • Collection and check-in of new hire material
    • Coordination of required immunizations and certifications per SMS or customer request
  • Maintains Team Member Credentials, including:
    • Timely approval of new credentials and updates records as necessary via SMS Portal
    • Maintain valid and legible credential documentation in SMS Portal, including electronic copies as necessary
    • Communicate with Team Members and Managers when credential information is missing or incomplete, including sending declination emails
    • Review and track payment of invoices related to required credentials, including reconciliation of invoices against the appropriate documentation
  • Process Credential Requests from customers and managers, including evaluating the nature of the request using best practices, presenting the request to the Director of HR to determine applicability and following up with the Regional Vice President, when necessary
  • Run credential reports in SMS Portal, gathering credential documentation and completion of additional paperwork as required in a timely and accurate manner
  • Assist Safety Department with driver qualification files, including:
    • Create and maintain driver qualification files.  Responsible for keeping current with DOT regulations; verifying that all information received during the application process is correct and current per DOT regulations.
    • Perform former employer verifications, for all drivers and as needed for other SMS employees (non-drivers).
    • Establishes and Maintains Driver Codes, including follows up as necessary and issues driver codes.
  • Maintain monthly Medicaid requirements for state of IA

Recruiting Assistance

  • Assists with job posting placement by applicable deadline
  • Coordinates communication with candidates and schedules interviews in accordance with other HR team member’s schedules
  • Assists with verifying applicant’s qualifications by conducting phone screens, calling references and obtaining background checks to obtain work history, education, training, job skills, and salary requirements
  • Assists with new hire contingencies documentation and follow up, including background check, motor vehicle record check, credentials, immunization verification, drug testing, pre-employment post-offer physical assessment and DOT physical appointments as required by the position.  Coordinates pre-employment appointments and communicates results as necessary
  • Assists with new hire orientation, including coordination of the Driver Training Program, by sending out employment offer and new hire packet to new hires/hiring manager prior to hire date.  Informs HR Team and Management of all
    new hires/start date in a timely manner
  • Assists Hiring Manager with on-boarding process, ensuring new hire paperwork is completed timely and accurately. Tracks status of all new hire training and paperwork with the use of a checklist; conducting follow-up with new hires and hiring managers on the status of paperwork and distributing paperwork to the correct people/departments once received

HR Generalist Assistance

  • Under the guidance of the Director of HR, updates Labor Posters and required postings for candidates and SMS Team Members.  Sends out required postings to new hires and Team Members as required
  • Assists with annual review of Motor Vehicle Record and Criminal Background Checks, including credential updates
  • Contributes to team effort by accomplishing related results as needed
  • Maintains team member confidence and protects operations by keeping human resource information confidential

The job description reflects management assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.   


  1. Two years of college level course work in business or closely related field preferred. Related experience may substitute for education.


  1. Minimum of 1 years of Human Resources experience required
  2. Knowledge of basic human resources functions and procedures
  3. Knowledge of healthcare administration, a plus
  4. Knowledge of office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases
  5. Ability to create proper business communications, including emails and proper phone etiquette
  6. Excellent verbal and written communication skills with individuals at all levels
  7. Excellent organization skills and attention to detail
  8. Excellent and professional customer service skills
  9. Ability to multi-task and prioritize
  10. Ability to work with multiple team members and communicate professionally and effectively


  1. Sits, stands, and walks intermittently throughout the day
  2. Squats, bends or kneels to access files


  1. Performs most duties under artificial lighting, with some daylight from windows or doors.
  2. Most work is performed with use of personal computer or over the phone.
  3. Building is air conditioned during the summer months and heated during the winter season.
  4. Building has both carpeted and tiled floors.

Acknowledgements - My signature below indicates my acknowledgement of the following:

  1. I have received and reviewed this position description. 
  2. I understand the position description and the essential functions that are stated above.
  3. I understand that this is not an all-inclusive list of duties for this position.  I will perform these duties as well as other duties as directed by my supervisor and management.
  4. At-will status: Employment with SMS is “at will” which means I am free to resign at any time for any or no reason, with or without notice or cause.  Similarly, SMS may terminate the employment relationship at any time, for any or no reason, with or without notice or cause except as otherwise provided by law.
  5. I take responsibility for maintaining any, and all, credentials or training courses as required by SMS or State Code.
  6. I am able to perform the essential functions indicated above, with or without reasonable accommodation.  I will notify Shared Medical Services Human Resources Department in writing of any accommodations necessary.

209 Limestone Pass
Cottage Grove, WI 53527
An Employee Owned Company
Equal Opportunity/Affirmative Action Employer


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