Background Check Specialist

Background Check Specialist

The Background Check Specialist is responsible for managing and supporting the background check investigation process in compliance with federal and state licensing requirements. This role coordinates and documents all required background check requests and results, ensuring accuracy, completeness, and timely submission. The Background Check Specialist conducts quality assurance reviews to confirm that all background check packets are complete before submission and that results are processed within required timeframes and deadlines. The Background Check Specialist plays a critical role in safeguarding organizational compliance, protecting youth in care, and supporting the timely onboarding of staff, foster/resource parents, and volunteers.

Essential Duties and Responsibilities:

To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned.

Background Check Coordination

• Process and track all background check requests, including staff, contractors, foster/resource parents, and volunteers.
• Maintain an organized workflow to ensure that all requests are initiated promptly and by applicable requirements.
• Serve as the main point of contact for background check inquiries and updates.

Documentation & Record Management

• Collect, organize, and maintain all required background check documentation, ensuring confidentiality and compliance with data protection standards.
• Ensure accuracy and completeness of all records before submission.
• Maintain digital and physical filing systems for audit readiness.

Quality Assurance & Compliance

• Conduct thorough quality assurance reviews of all background check packets to confirm compliance with licensing and organizational standards.
• Monitor deadlines and ensure timely submission and processing of results.
• Flag discrepancies, errors, or incomplete documentation and coordinate corrective actions.

Cross-Functional Coordination

• Collaborate with Human Resources, Program Directors, and Compliance teams to align background check processes with hiring and onboarding timelines.
• Communicate with external agencies, licensing bodies, and investigative partners to facilitate the timely return of results.
• Provide status updates and ensure transparency with leadership on pending or delayed checks.

Policy & Procedure Implementation

• Support the development and implementation of policies and procedures related to background checks.
• Recommend process improvements to strengthen efficiency and compliance.
• Stay current on changes to federal and state background check requirements.

Reporting & Tracking

• Prepare routine reports summarizing background check activity, timelines, and compliance outcomes.
• Track and monitor metrics to ensure ongoing adherence to required standards.
• Provide data and documentation during audits, inspections, or internal reviews.

Confidentiality & Professional Standards

• Exercise discretion and sound judgment when handling sensitive and confidential information.
• Ensure all practices meet organizational, state, and federal requirements for privacy and data security.

Other Duties as Assigned

• Support evolving compliance needs to ensure timely and accurate background check processes.
• Assist with special projects, external reviews, or audits as directed by leadership.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Competencies: To perform the job successfully, an individual should demonstrate the following.

• Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time; demonstrates excellent time management and reliability; ensures tasks and appointments are executed as scheduled.
• Business Ethics Builds trust and credibility by consistently maintaining the highest level of integrity; treats all employees, colleagues, members of leadership, clients, and vendors with respect while upholding the organization's values in all interactions; demonstrates professionalism, transparency, fairness, honesty, and accountability in each task.
• Continuous Learning Proactively identifies their personal strengths and opportunities for growth; actively seeks feedback for performance improvement and integrates it into daily operations; engages in ongoing professional development to stay current with best practices in office management and administration.
• Customer Service Delivers outstanding service to both internal and external stakeholders; handles sensitive or challenging situations with empathy and professionalism; solicits customer feedback to improve service; responds to requests for service and assistance; demonstrates an empathetic approach; fulfills current and prior commitments while fostering a service-oriented office environment.
• Dependability Takes ownership of responsibilities and ensures tasks and projects are completed accurately and on time; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan; supports leadership by anticipating office needs and communicating proactively; demonstrates flexibility and commitment during high-demand periods.
• Initiative Anticipates office needs and identifies opportunities to improve efficiency and workflow; takes initiative in solving problems, streamlining processes; supporting team success; acts without prompting to address challenges, enhance processes, or support team members; demonstrates a proactive mindset by seeking ways to add value beyond assigned duties and driving continuous improvement initiatives; encourages collaboration and offers support where needed.
• Planning/Organizing Effectively prioritizes daily operations while balancing long-term office goals; manages multiple projects; allocates resources efficiently; develops and implements systems to ensure smooth office operations; supports strategic goals; demonstrates strong organizational skills to maintain a structured, productive, and well-supported work environment.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

Education/Experience: High school diploma or equivalent degree AND Minimum of 3 years employment experience. Associates degree preferred.

Language Ability: Read, analyze and interpret business, professional, technical or governmental documents. Write reports, business correspondence and procedure manuals. Effectively present information and respond to questions from managers, customers and the public.

Mathematical Ability: Add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Compute rate, ratio and percent, and draw and interpret bar graphs.

Reasoning Ability: Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

• Proficiency in Microsoft Office, with emphasis on Excel, Word, and PowerPoint.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical Demands: The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. The employee is frequently required to use their hands to finger, handle, or feel, and talk or hear. The employee is occasionally required to stand and move around for work. The employee must be able to lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions and perform any other related duties as assigned by their supervisor.

Marsell Benefits:

• Medical
• Dental
• Vision
• 401 (k) company matching
• Paid Time Off (PTO)
• Paid Holidays
• Flexible Spending Account
• Life Insurance
• Voluntary Life Insurance
• Employee Assistance Program
• Employee Wellness Day(s)