Onboarding Specialist

Onboarding Specialist

InCommunity is committed to supporting individuals with intellectual and developmental disabilities to live safe, healthy and joyful lives in their communities. We offer a culture of integrity, service, and respect for the dignity of every individual. All employees, including the Onboarding Specialist, are expected to model and promote the organization's mission and values in every aspect of their work.

Position Summary:

The Onboarding Specialist serves as the operational and compliance lead for all post-offer onboarding activities within the People & Culture Department. This position assumes responsibility once a candidate has accepted an offer of employment and the Talent Acquisition & Employee Engagement Partner transitions the candidate for onboarding.

The Onboarding Specialist ensures every new hire successfully completes all employment requirements prior to and immediately following their first day of employment. This role is responsible for maintaining compliance with organizational standards and regulatory requirements, coordinating new hire orientation, managing onboarding documentation, partnering with Compliance and department leaders, monitoring onboarding metrics, and supporting employee engagement initiatives that promote an exceptional employee experience.

Essential Job Duties and Responsibilities:

Onboarding Administration & Compliance

• Coordinate all remaining pre-employment requirements that have not been completed prior to hire.
• Verify completion of professional reference checks in accordance with organizational and regulatory standards.
• Verify educational credentials, licenses, certifications, and other required employment documentation.
• Review and verify employment eligibility documentation and I-9 forms prior to processing within Paycom.
• Ensure all required onboarding documentation is completed accurately and within established timeframes.
• Maintain complete and audit-ready employee personnel files in accordance with organizational standards.
• Ensure all onboarding documentation complies with federal, state, Medicaid, licensing, accreditation, and company requirements.
• Verify the appropriate background screening has been completed based on departmental and regulatory requirements (DBHDD, DCH, GVRA, criminal background, MVR, drug screening, and other applicable screenings).
• Partner with background screening vendors to resolve discrepancies, obtain missing information, and expedite outstanding background investigations.
• Maintain communication with candidates regarding outstanding onboarding requirements.

New Employee Orientation

• Coordinate and facilitate New Employee Orientation for all newly hired employees.
• Prepare orientation materials and onboarding packets.
• Coordinate all logistics associated with orientation.
• Ensure all new hires receive required policies, compliance documentation, and onboarding resources.
• Partner with Payroll, Information Technology, Facilities, and department leaders to ensure employees are prepared for their first day.
• Coordinate hotel accommodations, travel arrangements, and related logistics for employees requiring overnight accommodations during orientation or training.
• Coordinate Microsoft Teams access, technology requests, and other onboarding resources necessary for employee success.

Departmental Coordination

• Partner closely with Talent Acquisition & Employee Engagement Partners to ensure seamless transition from recruitment to onboarding.
• Maintain ongoing communication with hiring managers regarding onboarding progress and outstanding requirements.
• Notify the Compliance Department to ensure required regulatory training is assigned.
• Communicate with Payroll to ensure timely and accurate processing of new hire information.
• Serve as liaison with external background screening agencies and educational verification providers.

Reporting & Process Management

• Monitor onboarding workflows to ensure candidates progress efficiently through the onboarding process.
• Produce routine reports supporting recruitment and onboarding operations, including:
• Candidate onboarding status
• Outstanding onboarding requirements
• Time from offer acceptance to start date
• Days-to-fill positions
• Candidate withdrawal and rejection reports
• Background screening completion
• Orientation attendance
• New hire completion metrics
• Identify onboarding delays and recommend process improvements.
• Develop and maintain onboarding procedures, standard operating procedures, checklists, and workflow documentation.
• Maintain department dashboards and onboarding metrics.

Audit & Regulatory Support

• Support organizational audits by preparing employee files and required documentation.
• Conduct routine internal audits of personnel files to ensure compliance with organizational standards.
• Monitor completion of required employment documentation.
• Ensure personnel records remain complete, accurate, and audit-ready.
• Assist with regulatory audits involving employee files and onboarding documentation.

Employee Engagement

• Support the planning and coordination of employee engagement initiatives.
• Assist with employee recognition programs.
• Support employee appreciation events and organizational celebrations.
• Assist with wellness initiatives, engagement campaigns, and People & Culture events.

Qualifications

Education, Certifications & Experience Requirements

• Bachelor's degree in Human Resources, Business Administration, Communications, or related field preferred; equivalent experience considered.
• 3+ years of experience working with an human resources team or similar environment.
• Experience with applicant tracking/processing systems (ATS) and HRIS systems required.
• Familiarity with IDD services or healthcare settings is a plus.

Supervisory Responsibilities

None

Work Environment & Physical Demands

• Primarily office-based; occasional travel to program sites or events required.
• Frequently required to sit, with occasional standing, walking, and lifting up to 25 lbs (event materials).
• Must be able to communicate clearly, both verbally and in writing.