Onboarding Specialist

$41,600 - $41,600/Yr

Unclassified - New York, NY

Full-time

New York, NY

1,001-5,000 employees

About the position

The HR Onboarding Specialist will work closely with HR Managers, Assistant Directors, and Program/Affiliate Managers to provide support in scheduling candidates for appointments and preservice/orientation, processing and onboarding of new hires and internal job changes or transfers. This role is crucial in assisting candidates with the completion of onboarding tasks and required background/clearance paperwork, ensuring that all onboarding and compliance requirements are met. The specialist will communicate onboarding status and clearances to managers and other stakeholders, ensuring the accuracy of candidate information and assisting with any questions or concerns that may arise during the onboarding process. Key responsibilities include communicating with candidates, the recruiting team, and supervisors regarding scheduling, appointments, and the completion of required onboarding tasks. The specialist will coordinate with the recruiting team and other HR staff as necessary regarding both internal and external candidates, including managing effective dates, changes in status, and withdrawals from processing. The role involves initiating hires and staffing changes through Workday and completing necessary verifications, such as professional licenses, as appropriate. The HR Onboarding Specialist will conduct onboarding appointments with candidates to collect and verify required documentation, assisting them with the completion of onboarding tasks and processing of new hire forms and other required paperwork. This position also requires obtaining all necessary authorizations for required background checks and clearances, processing appropriate checks utilizing various electronic systems, and maintaining a clearance database. Ensuring the accuracy and completeness of new hire processing and information is essential, as is tracking the completion of all new hire paperwork and receipt of necessary background clearances for assigned candidates. The specialist will maintain compliance with all internal and oversight agency processes and procedures, as well as all applicable State and Federal requirements in processing and onboarding candidates. Additionally, the specialist will respond to all general HR inquiries, audits, and requests, and perform all other duties as assigned.

Responsibilities

• Communicates with candidates, recruiting team and supervisors regarding scheduling, appointments and completion of required onboarding tasks.
• Coordinates with recruiting team and other HR staff regarding internal and external candidates, including effective dates, changes in status, withdrawals from processing, etc.
• Initiates hires and staffing changes through Workday and completes verifications (e.g. professional licenses), as appropriate.
• Conducts onboarding appointments with candidates to collect and verify required documentation and assists candidates with completion of onboarding tasks, processing of new hire forms and other required paperwork.
• Obtains all necessary authorizations for required background checks and clearances, processes appropriate checks utilizing various electronic systems; appropriately stores required documentation and maintains clearance database.
• Ensures accuracy and completeness of new hire processing and information, tracking completion of all new hire paperwork and receipt of necessary background clearances for assigned candidates.
• Maintains compliance with all internal and oversight agency processes and procedures and with all applicable State and Federal requirements in processing and onboarding candidates.
• Communicates onboarding status, processing delays and withdrawals to supervisors and other stakeholders and provides notifications and clearances, ensuring timely scheduling for preservice/orientation and maintaining databases, as appropriate.
• Responds to all general HR inquiries, audits, and requests.
• Performs all other duties as assigned.

Requirements

• HS Diploma or its educational equivalent.
• Strong oral and written communication skills.
• Excellent organizational skills, ability to multi-task and follow-up on outstanding items.
• Proficient with Microsoft Office, specifically Excel and Outlook.
• Ability to navigate electronic systems, such as HRIS/ATS software or other databases.
• Ability to work with all levels of staff and provide excellent customer service.
• May require occasional travel across assigned region and/or to NYC Headquarters office.
• Ability to maintain confidentiality at all times.

Nice-to-haves

• Bachelor's degree in Human Resources-related field.
• One (1) or more years of onboarding experience or other human resources experience.
• Previous experience performing data entry, customer service or administrative tasks.
• Experience utilizing Workday for recruiting, onboarding and/or other HCM functions.

Benefits

• Compensation: $20.00/hour - $20.00/hour Monday - Friday