Senior Onboarding Specialist

Job Description

Job Description

SENIOR ONBOARDING SPECIALIST

Department: People Operations
Classification / Level: Non-Exempt / Advanced
Reports To: People Operations Supervisor
Schedule: Full-Time | Monday Friday | 8:00 a.m. 5:00 p.m.

POSITION SUMMARY

The Senior Onboarding Specialist serves as an advanced onboarding resource within the People Operations Department. This position is responsible for supporting onboarding quality, team training, workflow consistency, documentation accuracy, applicant issue resolution, and first-level escalation within the onboarding function.

The Senior Onboarding Specialist works closely with Recruitment, Workforce Development, People Operations, and other operational partners to support the timely and accurate movement of applicants through the onboarding process.

This position assists with monitoring onboarding volume, aging applicant tasks, documentation completion, orientation readiness, system processing, and adherence to established onboarding procedures across locations and programs.

The Senior Onboarding Specialist is expected to demonstrate a high level of accountability, confidentiality, attention to detail, sound judgment, and follow-through while providing advanced support to the onboarding team.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include, but are not limited to, the following:

1. Perform all essential functions of the Onboarding Specialist position at an advanced level while maintaining established productivity, quality, documentation, and service expectations.

2. Serve as the first-level escalation resource for onboarding questions, applicant delays, incomplete documentation, workflow concerns, and other onboarding-related issues requiring additional review or follow-up.

3. Train and support Onboarding Specialists on established onboarding processes, including:

   • New Hire Orientation scheduling

   • I-9 review and completion

   • New Hire Packet (NHP) completion

   • Personnel Action Notice (PAN) processing

   • ADP new hire processing

   • Document upload and file maintenance standards

   • Applicant communication and follow-up expectations

   • Department workflow and documentation requirements

4. Review onboarding packets and applicant documentation for accuracy, completeness, consistency, and compliance with established department standards.

5. Monitor onboarding volume and aging reports to identify applicants experiencing delays related to missing documentation, pending orientation, system concerns, incomplete processing, or interdepartmental handoffs.

6. Proactively identify onboarding bottlenecks and coordinate with Recruitment, Workforce Development, People Operations, and operational partners to support timely applicant movement through the hiring and onboarding process.

7. Audit I-9 documentation, New Hire Packets, PANs, ADP processing, onboarding files, and related documentation for consistency, completeness, and accuracy.

8. Identify recurring documentation errors, workflow concerns, or process gaps and communicate findings to the People Operations Supervisor.

9. Support the development and maintenance of onboarding workflows, Standard Operating Procedures (SOPs), templates, checklists, training resources, and department reference materials.

10. Prepare onboarding trend and workflow updates for the People Operations Supervisor, including applicant volume, aging items, delays, documentation errors, recurring concerns, and process improvement opportunities.

11. Assist with complex applicant concerns or escalations requiring additional follow-up, documentation review, problem-solving, or coordination between departments.

12. Provide onboarding caseload coverage during employee absences, vacancies, high-volume periods, special projects, or urgent operational needs.

13. Maintain accurate and timely applicant and onboarding records within applicable systems and ensure required documentation is properly maintained.

14. Maintain confidentiality of applicant, employee, company, and other sensitive information in accordance with organizational expectations.

15. Support consistent onboarding practices across locations and programs while identifying matters requiring additional leadership review.

16. Perform additional duties as assigned to support the organization, its employees, applicants, and the families served.

SECONDARY DUTIES

1. Assist with New Hire Orientation , applicant communication, onboarding coordination, and workflow implementation as needed.

2. Provide peer coaching, refresher training, and process guidance to members of the onboarding team.

3. Support quality assurance reviews, onboarding audits, process improvement initiatives, and special onboarding projects as assigned.

4. Assist with the implementation of new onboarding procedures, systems, templates, or organizational requirements.

EDUCATION, EXPERIENCE AND SKILLS REQUIREDQualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The individual must maintain consistent and regular attendance, demonstrate initiative, and be self-motivated.

The requirements listed below are representative of the minimum knowledge, skills, abilities, certifications, and educational experience required to successfully perform the essential functions of this position.

Required / Preferred Qualifications

1. Associate's Degree in Human Resources, Business Administration, or a related field preferred. Equivalent relevant professional experience may be considered.

2. Two (2) or more years of onboarding, recruiting, Human Resources, People Operations, or administrative workforce support experience preferred.

3. Strong working knowledge of onboarding documentation, I-9 procedures, new hire processing, employee file requirements, and general onboarding practices.

4. Demonstrated ability to train and support others, review work for accuracy, provide constructive guidance, and identify workflow or process gaps.

5. High level of accuracy, accountability, confidentiality, professionalism, and follow-through.

6. Technological proficiency with Microsoft Office Suite, applicant tracking systems (ATS), human resources information systems (HRIS), ADP, Microsoft Teams, Dropbox, and other cloud-based systems.

7. Excellent written and verbal communication skills with the ability to communicate professionally with applicants, employees, leadership, and cross-functional partners.

8. Excellent organizational and time-management skills with the ability to manage multiple priorities, deadlines, applicants, and workflow requirements.

9. Ability to work independently while effectively collaborating within a team environment.

10. Ability to identify concerns, evaluate available information, determine appropriate next steps within established authority, and escalate matters when necessary.

CERTIFICATIONS, LICENSURE & REGISTRATION

Possess and maintain a valid driver's license and valid automobile insurance if travel between company locations or other business-related travel is required.

LANGUAGE SKILLS

Ability to read and understand correspondence, memoranda, reports, applicant records, employee documentation, policies, procedures, and other business-related materials.

Ability to communicate effectively through written and verbal language.

Ability to effectively present information in one-on-one and small-group situations in a professional manner.

Fluency in Spanish and English may be required or preferred based on organizational and operational needs.

CORE COMPETENCIES

• Onboarding Quality Control

• Training and Peer Support

• Workflow Consistency

• Applicant Issue Resolution

• Documentation Accuracy

• Escalation Judgment

• Cross-Functional Coordination

• Organization and Time Management

• Confidentiality

• Accountability and Follow-Through

• Process Improvement

• Professional Communication

SCOPE OF AUTHORITY AND ESCALATION

The Senior Onboarding Specialist may provide first-level review, guidance, training, and workflow support for onboarding-related matters within established policies, procedures, and departmental expectations.

The Senior Onboarding Specialist must escalate high-risk I-9 concerns, policy exceptions, unresolved applicant complaints, systemic onboarding delays, compliance concerns, or matters requiring leadership direction to the appropriate supervisor or leadership representative.

This position does not have authority to make final decisions regarding employment exceptions, compliance exceptions, policy exceptions, or deviations from established organizational processes without appropriate supervisor or leadership approval.

REASONING ABILITIES

Ability to evaluate situations, identify potential risks, apply sound judgment, and make appropriate decisions using critical thinking and reasoning.

The Senior Onboarding Specialist must be able to review documentation and workflow information, recognize discrepancies or potential concerns, determine appropriate actions within established authority, and escalate matters when necessary.

The complexity of reasoning required may increase based on the nature of the matter and may involve compliance, wage and hour considerations, employee documentation, data analysis, workflow coordination, and cross-functional process improvement.

ENVIRONMENTAL REQUIREMENTS

Must be able to work indoors and outdoors while covering a variety of business situations.

A wide range of physical motion may be required, including bending, twisting, standing, walking, carrying boxes and supplies, sitting for extended periods, answering telephones, using hands to type and enter data, and performing a variety of office and clerical duties.

SCHEDULING AND AVAILABILITY

Working hours are generally 8:00 a.m. to 5:00 p.m., Monday through Friday, with a one-hour lunch.

Employees must be willing to work beyond their normally scheduled hours as needed to accomplish work projects, meet compliance or operational deadlines, support employee and applicant matters, and address organizational needs.

This is a full-time position generally scheduled for 40 hours per week , with additional hours as permitted and required based on business needs and applicable wage and hour requirements.

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to read, write, communicate, and comprehend information necessary to perform the essential functions of the position.

• Must be able to lift up to 25 pounds at times.

• Must be able to work across different company locations as operationally required.

• Ability to travel by automobile, plane, train, or other appropriate means when business travel is required.

ADDITIONAL INFORMATION

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to represent an exhaustive list of all responsibilities, duties, qualifications, or working conditions associated with the position.

Duties, responsibilities, workflows, reporting relationships, and organizational requirements may be modified or assigned based on the operational needs of Inland Respite, Inc.

Inland Respite, Inc. is committed to maintaining a professional workplace and providing quality services and support to the individuals and families we serve.