Onboarding

JOB SUMMARY:

The Onboarding Specialist is responsible for managing the end-to-end onboarding process, including coordinating background checks, employment verifications, and compliance requirements through systems such as VicTig and UKG. This role serves as the primary point of contact for candidates, hiring managers, and recruiting teams, ensuring timely communication and a smooth transition from offer acceptance to start date. The specialist oversees critical pre-employment tasks such as scheduling screenings, maintaining accurate data in HR systems, and ensuring completion of I-9 and E-Verify requirements. Additionally, the role supports overall onboarding operations by tracking candidate progress, maintaining documentation, and addressing general HR inquiries.

ESSENTIAL JOB FUNCTIONS:

Background Checking Tasks:

• Utilize VicTig (third party background check company) to verify all employment, education, criminal background check, licensures, etc.;
• Input information into UKG Recruiting Gateway to start the background checks consisting of uploading background check forms, Justice Center forms, State Central Registry forms, MHL, SEL, etc.;
• Schedule candidates for fingerprinting and PPD tests;
• Collect and enter candidates' information into the State Child registry;
• Keep master background spreadsheet up-to-date coordinating with TA Specialists and Onboarding Specialists;
• Provide updates to and regularly interface with recruiting team to monitor status of candidates;

Onboarding Tasks:

• Act as the main point of contact for the candidates and hiring managers on all onboarding related matters;
• Orchestrate the full new hire onboarding process, including oversight of functions involved in the onboarding process;
• Communicate with hiring managers and Talent Acquisition Specialists to set new hire start dates and keep new hires informed regarding their start date;
• Reviews new hire files to ensure completeness of files prior to their NEO date;
• Maintain and update applicant onboarding status in HRIS platform;
• Send welcome letters to newly hired employees;
• Ensure all new hires receive their ID Cards on NEO day, complete the I-9 process in person before their NEO start date;
• Ensure complete I-9 E-Verify process prior to submitting to 'Process Hire' stage.
• Handle general human resources queries related to recruitment and onboarding;

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent communications skill, including being able to handle confidential information both oral and written; uses independent judgment and discretion;
• Excellent organizational, communication, and time management skills;
• Strong work ethic, attention to detail, and ability to complete tasks in a timely manner;
• Strong interpersonal skills;
• Ability to work independently as well as part of a team;
• Ability to work with all levels of staff;
• Must be able to learn company policies and procedures;
• Proficiency in all Microsoft Office Suite products

QUALIFICATIONS AND EXPERIENCE:

Minimum:

• A bachelor's or associate degree in human resources management or a related field
• Experience as an onboarding specialist or in a similar HR role.
• Experience with HRIS software

Preferred:

• BA/BS, related HR experience preferred
• Proficient with ATS system and UKG Pro preferred

#ICLOTHER

Equal Opportunity Employer
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