Temporary Onboarding Specialist

JOB DESCRIPTION 

Job Title: Onboarding Specialist 

Department: Human Resources 

Supervisor: Human Resources Director 

FLSA Status: Non-exempt 

______________________________________________________________________ 

Summary: 

The Onboarding Specialist plays a vital role in ensuring the seamless integration of new hires into our organization. This position is responsible for coordinating all aspects of the onboarding process, from initial offer acceptance to the completion of required background checks and documentation. The ideal candidate is detail-oriented, organized, and possesses excellent communication skills. 

_____________________________________________________________________ 

Essential Functions: 

• Facilitate the onboarding process for new and current employees changing positions, including extending offer letters, coordinating orientation sessions, completing necessary paperwork, and ensuring compliance with company policies and procedures. 

• Conduct comprehensive background checks on new hires using various databases and resources. This includes but is not limited to; Statewide Central Registry, Staff Exclusion List, Sex Offender Registry, DOHMH Comprehensive Background Checks, FAMs (if applicable), Reference checks 

• Maintain accurate and up-to-date records of background check results and other onboarding documentation. 

• Serve as a point of contact for new hires regarding the onboarding process, answering any questions and providing necessary information. 

• Ensure compliance with all relevant laws and regulations governing the onboarding process, including but not limited to HIPAA and EEOC guidelines. 

• Work closely with HR team members, hiring managers, and other stakeholders to streamline the onboarding process and provide exceptional support to new hires. 

• Identify opportunities for process improvement within the onboarding process and implement solutions to enhance efficiency and effectiveness. 

• Ensures files are in compliance with agency guidelines regarding new hires, pay raises, transfers/promotions. 

• Provides technical support, troubleshooting, and guidance, on system to HRIS users 

• Process employees’ inquiries and respond in a timely manner 

• Provide support on other selected HR projects, programs, and initiatives as needed 

Administrative Function:  

• Maintaining departmental spreadsheets, databases, helping with the coordination of department meetings and trainings, mailing, scanning, faxing, shredding, and filing. 

• Assists with audits that involve HR records. 

• Secures documents for audits as requested 

• Review data for accuracy and appropriate audit application 

Supervisory Responsibilities: 

None 

Minimum Qualifications: 

• High School Diploma 

• 3-5 years’ experience working in a Human Resource function 

• Excellent customer Service Skills 

• Ability to define problems and tasks, collect data and establish facts, act and resolve issues 

• Committed to and skilled in the principle of confidentiality 

• Excellent reporting skills 

• Experienced in maintaining records 

Preferred Qualifications: 

• BA with PHR, SPHR and/or a Master’s degree  

• Experience with an applicant tracking system  

Job Behavioral Expectations: 

• Maintain regular consistent and professional attendance, punctuality, personal appearance, and adherence to relevant health & safety procedures. 

• Safe and successful performance, including meeting productivity standards. 

• Maintain an understanding of the principles, methods and processes needed to perform the job. Attends staff meetings, seminars and in-service training as assigned. 

• Demonstrates the ability to complete work in an acceptable manner by the time and/or date established with accuracy and minimal errors. 

Physical demands and work environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

Physical demands: While performing the duties of this job, the employee is occasionally required to walk, sit for long period of time; use hands to finger, handle, or feel objects, tools, or control; reach with hands and arms; balance; stoop; talk or hear. Employee must occasionally lift and/or move up to 15 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.  

Work environment: If the job requires a person to work in special working conditions this should be stated in this section. Special working conditions cover a range of circumstances from regular evening and weekend work, shift work, working outdoors, working with challenging clients, and so forth. • Work is usually performed in an office environment with normal heating and cooling. This job description in no way states or implies that these are the only job duties to be performed by the incumbent. He or she will be required to follow any other instructions and to perform any other duties requested by his or her supervisor.