Job Details

Role: Onboarding Specialist

Position Purpose

The Onboarding Specialist is the primary point of contact for associates that are placed as employees of records for clients. As the Onboarding Specialist you need to be able to assist these associates through the onboarding process from the initial intake and introduction, completing the I9 and onboarding paperwork, analyzing background reports, and notifying the teams that the associate has cleared the process. Success in this role requires attention to detail, critical thinking, and the ability to simultaneously triage multiple demands.

Job Specific Competencies

• Understanding of basics of how onboarding paperwork should be completed
• Understanding of processing backgrounds and the related laws around backgrounds.
• Able to have excellent customer service over the phone and think quickly to respond to problems and questions
• Understand the basics of handling confidential documents with personal identifiable information (PII)
• Able to think critically and problem solve

Additional Skill Requirements

• Intermediate Microsoft Word, Outlook, Excel skills
• Excellent Customer Service skills and patience in explaining and training
• Requires strong communication skills, good writing skills, strong customer service
• Requires strong analytical skills and ability to triage the work priorities
• Organizational skills and exceptional attention to details to maintain reporting and tracking on all active onboarding
• Must be comfortable working independently and making decisions.
• Must be able to thrive in a fast-paced, high-pressure, changing environment
• Must remain open to change and new information and ideas and adapt to the same. Must encourage and foster cooperation and teamwork.

Minimum Experience and Qualifications

• 3 - 5 years onboarding experience in a fast-paced HR or staffing environment
• Experience working within multiple systems simultaneously
• Experience working with UltiPro or HRIS systems, MS Office 365, VMS systems.
• Experience processing onboarding for a high volume, fast-paced, high turnover population
• Experience managing background checks and understanding of the proper pre-adverse/adverse processes
• Quick learner with processes and technical programs

Education Requirements

• Minimum of a HS Diploma or GED; Associates Degree or Higher preferred

Work Conditions

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This is largely a sedentary role; however, it may require the ability to lift files or other objects (up to 15 pounds). Minimal travel may be required.
Position Accountabilities and Responsibilities
Accountabilities are essential things for which the role is responsible. Reflects things that need to be done to be successful.

Accountability 1: Onboard Processing & Customer Service

• Timely onboarding associates to ensure they meet the deadline and can start on time
• Provide exceptional level customer service to all associates via over the phone or thru email
• Review all paperwork and ensure it is completed accurately

Accountability 2: Background Processing

• Accurate review of backgrounds and drug screens
• Able to analysis the background and determine next steps
• Understand the basics of the proper pre-adverse/adverse processes

Accountability 3: Maintain HRIS records and Reporting

• Timely update candidate files in HRIS system after onboarding and for any assignment changes
• Maintain onboarding records
• Keep Onboarding Tracking update to date with real-time updates

Accountability 4: Understand Client Requirements

• Ensure you understand all the specific client requirements for each of your clients
• Be able to maintain all training documents on your clients
• Ensure any changes are documented in the client files and the HRIS system

Company Competencies
The competencies listed below are the foundation of success for employees. These company competencies embody our client's values and business practices and ensure a strong and highly productive work experience for every employee.
Passion Generates positive energy among clients, suppliers, and co-workers. Inspires high quality performance and encourages strive for excellence in self and others. Diversity Embraces differences in all aspects of business. Recognizes the value of various perspectives and highlights various perspectives to adopt improved business opportunity. Accountability Takes responsibility for achieving goals, improving performance and competency. Delivers on-time results to establish trust and dependability. Extraordinary Teamwork Works in collaboration with a variety of people; is a team player; demonstrates team synergy to create an environment of open communication, creativity and willingness to help others. Innovation Consistently considers ways to out-think and out-perform the industry. Consistently drives and encourages process and business improvements. Integrity Displays and promotes high standards of ethical conduct and behaviors consistent with business and governmental standards. Works with a strong sense of "doing the right thing" for the business, clients, and co-workers.