Compliance Assistant

Position Summary:

The Compliance Assistant serves as a vital link between compliance and onboarding, ensuring that talent files are accurately compiled and maintained to meet compliance requirements. This position requires strong organizational skills, attention to detail, and the ability to collaborate across departments to maintain compliance standards. You will manage documentation, track regulatory requirements, support audits, and assist with compliance-related projects while providing administrative support to ensure smooth compliance operations. Reporting to the Senior Director of Human Resources, with a collaborative reporting relationship to the Auditing and Compliance Specialist, this role plays a key part in supporting the overall effectiveness of HR processes.

Your efforts will help us fulfill our mission of enriching communities, one family at a time.

Why Join Everstand?

Find joy and purpose in your career.  Join an inspired team of professionals who are transforming the lives of youth and enriching communities, one family at a time.  Everstand is not a federal or state agency. It is an independent not-for-profit organization that serves over 1,000 children annually across 12 locations.  You would join about 800 teammates across DC, MD, PA, and WV that empower youth and their families to flourish within their community.

Essential Functions: 

• Approaches concerns, challenges, and opportunities with empathy, attention to detail, active listening, and curiosity.
• Consistently models EVERSTAND’s core values: Safety, Empathy, Relationships, and Impact.
• Honor differences, acknowledge uniqueness, and amplify all voices.
• Collaborate with the development of training and group experiences that strengthen Everstand’s commitment to staff wellness and belonging.
• Models the use of welcoming and respectful language.
• Consistently uses inclusive language in communication and documentation.

• Demonstrate and practice trauma-informed decision making.

Administrative & Compliance Support

·       Monitor and update compliance tracking systems to proactively manage due dates and regulatory requirements.

·       Assist in conducting compliance-related research to stay current on state and federal regulations.

·       Organize and store renewal documentation in designated compliance tracking locations.

·       Provide administrative support for compliance initiatives, including scheduling audits and organizing follow-ups.

·       Distribute upcoming compliance due date notifications in a timely manner.

·       Assist with other compliance-related projects as assigned.

Regulatory Compliance & Documentation Management

·       Understand and ensure files adhere to organizational, licensing, CARF, EAGLE and other regulatory standards.

·       Track employee training and certifications, maintaining accurate records and ensuring timely renewals.

·       Organize and file compliance documentation throughout the employment lifecycle, ensuring proper record-keeping.

·       Maintain confidentiality and handle sensitive compliance-related information with discretion.

Audit & Monitoring

·       Support internal and external audits by preparing documentation and ensuring compliance materials are readily available.

·       Collaborate with auditing and compliance specialists to conduct monthly file audits, with a focus on new hire documentation.

·       Assist with monitoring and maintaining compliance deadlines for talent within ADP, ensuring accurate tracking and timely updates.

·       Generate and review monthly HR compliance reports to verify adherence to regulatory requirements.

Training & Compliance Communication

·       Assist in developing and implementing compliance training materials for new and existing talent.

·       Communicate compliance updates, policy changes, and regulatory requirements to talent members and management as needed.

·       Serve as a backup for administering and overseeing the proctoring of the Residential Child and Youth Care Professional (RCYCP) exam, ensuring compliance with established procedures and regulations.

·       Act as a backup for Compliance related meetings to support compliance objectives as needed.

Non-Essential Functions

·       Support compliance-related special projects or pilot initiatives as assigned.

·       Review, proofread, and help develop organizational policies and departmental Standard Operating Procedures (SOPs).

·       Research and recommend improvements to compliance tracking and documentation processes.

·       Assist HR and compliance teams with cross-functional projects when needed.

Competencies:

·       All Everstand Core Values: safety, empathy, relationships, and impact.

·       Accurate Listening

·       Mindfulness

·       Attitude towards Honesty

·       Balanced Decision Making

·       Following Directions

·       Frequent Interaction with Others

·       Interviewing

·       OSHA compliance

·       Federal and State law compliance

·       Confidentiality

·       Handling Stress

·       Meeting Standards

·       Organized Workplace

·       Personal Accountability

·       Analytical Person/Situation Analysis

·       Problem-Solving

·       Investigations

·       Compliance

Supervisory Responsibility:

• This position does not have direct supervisory responsibilities but may assist in training initiatives.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, and filing cabinets.

Due to the nature of the organization, occasional exposure to a residential and school environment where challenging behaviors, such as physical agitation, physical violence, and/or emotional outbursts may be exhibited.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop; kneel, crouch or crawl; talk or hear; and taste or smell. The employee must occasionally lift or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Position Type/Expected Hours of Work:

This is full-time, 40 hours a week, Monday through Friday (8:00 AM – 6:00 PM), with flexibility for occasional evenings/weekends for recruitment events.

One standard remote workday may be available after the completion of a 90-day introductory period.

This position is denoted as non-essential for emergencies and inclement weather notices.

Travel

Travel, if needed, is primarily local during the business day, although some out-of-area and overnight travel may be expected.

Required Education and Experience

·       Associate or bachelor’s degree in business administration, Compliance, Legal Studies, or a related field (preferred).

·       1-3 years of experience in compliance, auditing, or a related administrative role.

·       Familiarity with state and federal compliance regulations relevant to the industry.

·       Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

·       Experience with compliance tracking software (preferred).

·       Strong ability to analyze and interpret regulatory guidelines, ensuring accuracy in tracking deadlines and managing timelines.

·       Excellent ability to prioritize tasks effectively and multitask in a fast-paced environment.

·       Strong verbal and written communication skills.

·       Ability to work independently and collaboratively in a team setting.

·       Customer service-oriented approach with a professional and discreet handling of confidential information.

·       Strong critical thinking skills with the ability to troubleshoot issues and adapt to evolving compliance requirements.

·       Maintaining professionalism and/ or upholding Everstand core values.

Salary : $21