HRIS &Onboarding Specialist

Cicoa Foundation - Indianapolis, IN

Full-time - Mid Level

Indianapolis, IN

About the position

The HRIS & Onboarding Specialist at CICOA is responsible for managing all HR Information Systems and overseeing the onboarding process for new hires. This role involves providing administrative support to the Human Resources team, ensuring compliance with documentation requirements, and collaborating with other HR specialists to facilitate an efficient hiring process.

Responsibilities

• Enter and maintain employee information in the HR Information System for all CICOA employees.
• Create and process all Personnel Action Forms including promotions, transfers, terminations, and new hires.
• Serve as the primary HRIS administrator, managing access, password resets, and troubleshooting.
• Collaborate with the Recruitment & Engagement Specialist to create an effective hiring process.
• Plan and schedule New Hire Orientation, including sending invites and coordinating schedules.
• Order supplies for New Hire Orientation and prepare Welcome Packets for new hires.
• Conduct reference calls and background checks for potential new hires.
• Ensure complete personnel files are maintained in compliance with regulations.
• Oversee the filing process and maintain the supply room for HR documentation.
• Scan documents into the electronic filing system as needed.
• Manage CICOA's Fob Access system, including assigning and tracking building fobs.
• Produce and file Office of the Inspector General Reports for new hires and annually for all employees.
• Prepare and distribute the Annual Compensation Report to employees.
• Maintain the E-Verify system and ensure compliance with expectations.
• Oversee the random drug screen process and maintain records of participation and results.
• Maintain the Employee Directory and HR information on CICOA's Intranet.
• Order business cards and office signage as requested.
• Track and update the Birthday/Anniversary list.
• Assist with special requests for initiatives such as Open Enrollment and Annual Evaluations.
• Send exit interview invites and track the offboarding process.
• Process purchase and payment orders for Human Resources.
• Complete employment verification and related paperwork.
• Assist with Public Service Loan Forgiveness forms.
• Serve as backup for scheduled job fairs as needed.
• Facilitate internal staff committee meetings and support committee initiatives.

Requirements

• Two years of experience in an administrative position.
• Experience with nonprofit employee relations is a plus.
• Proficiency in Zoom, Microsoft 365, and related programs.

Benefits

• Loan forgiveness