HR Background Check Specialist

Job Description

Job Description

Description:

Position Summary:

The HR Background Check Specialist is responsible for managing the full scope of background investigations, suitability determinations, and documentation for all staff, contractors, and volunteers serving within Crittenton’s ORR shelter programs. This role ensures full compliance with Office of Refugee Resettlement (ORR), HHS, and state regulations, including FBI fingerprint checks, Child Abuse/Neglect (CA/N) registry checks, DOJ Sex Offender Registry searches, and ORR Central Registry reviews .The Specialist verifies and adjudicates all background check results, maintains documentation, and performs Quality Assurance (QA) reviews of every personnel file before submission to ORR. This position is critical to ensure that all individuals working in child-facing roles are thoroughly vetted, suitable, and approved by ORR before beginning employment.

Essential Duties

• Coordinate and manage all background checks required under ORR and state regulations, including FBI fingerprinting, CA/N registry checks (for all states of residence within the past five years), DOJ Sex Offender Registry searches, and annual ORR Central Registry updates.
• Ensure all adjudication notes, suitability determinations, and clearance documentation are maintained in each personnel file.
• Submit background check packages and results to ORR for review and approval before any employee, contractor, or volunteer begins child-facing duties.
• Perform QA checks on every personnel file prior to ORR submission to confirm compliance with documentation standards.
• Conduct re-checks every five years—or more frequently if required—to maintain staff eligibility.
• Lead the suitability process to identify and select qualified, safe, and competent individuals for child-facing roles.
• Ensure sexual abuse prevention is integrated into the applicant screening process, including written acknowledgment of Crittenton’s sexual abuse prevention and reporting policies.
• Provide each applicant with the ORR Staff Code of Conduct and secure signed acknowledgment prior to hire; maintain copies in personnel files.
• Oversee the use of structured written applications that gather comprehensive information about applicants’ employment history, volunteer experience, and conduct.
• Ensure professional reference checks include inquiries about any substantiated allegations of sexual abuse or harassment, disciplinary actions, or resignations during pending investigations.
• Document all efforts to contact prior employers, particularly those providing direct child access, and maintain a record of findings in personnel files.
• Ensure written applications include questions regarding any prior misconduct, including civil or criminal convictions, arrests, investigations, or adjudications.
• Manage the provisional hiring process when CA/N results are delayed, ensuring all required ORR conditions are met.
• During evaluations and promotion reviews, confirm that employees disclose any new misconduct since their last background investigation.
• Document these inquiries and staff responses in personnel files.
• Ensure no employee, contractor, or volunteer involved in sexual abuse, sexual harassment, child endangerment, or violent offenses remains in service.
• Maintain a tracking system for all background checks, renewals, and re-investigations, producing weekly compliance reports for HR leadership and quarterly audit summaries for QA.
• Ensure all documentation aligns with ORR Section 4.3.5 (Staff Code of Conduct) and Section 4.3.7 (Employee Performance Evaluations and Promotion Decisions).
• Ensure all personnel files are audit-ready for ORR, HHS, or licensing reviews.
• Participate in and conduct ongoing training on ORR suitability standards, prevention of sexual abuse and harassment, and misconduct reporting protocols.
• May perform other duties as assigned.

Education / Experience Required

• Minimum of a high school diploma or GED required.
• Associate or bachelor’s degree in human resources, Business Administration, or a related field preferred.
• Minimum of three (3) years of experience in human resources, compliance, or investigative coordination, preferably in a federally funded or child welfare environment.
• Knowledge of ORR, federal, and state background investigation requirements, including CA/N registry, FBI fingerprinting, and personnel adjudication processes preferred.

Bilingual (English/Spanish) preferred.

Clearances and Requirements

• Must successfully clear DOJ and FBI fingerprint checks.
• Must be cleared by ORR. ?
• Must be at least 21 years of age.
• Valid California driver’s license and current auto insurance.
• Must provide proof of immunity to vaccine-preventable diseases (e.g., Varicella, MMR, Tdap, TB, Influenza).
• Completion of all required ORR trainings, including Employee Misconduct Acknowledgment, Code of Conduct, and Sexual Abuse and Harassment Prevention.