Employment Specialist

Epic HR, LLC - Ontario, CA; Pleasanton (CA); On-site; USD 52,000 - 78,000; Full time

Job summary

Epic Personnel Partners, LLC seeks an Employment Specialist to manage the onboarding lifecycle with a focus on federal and multi-state compliance. You will coordinate documentation, background checks, drug testing and orientation, serving employees and managers with professional, timely support.

The role requires strong organizational skills, attention to detail, and experience with HRIS/ATS systems. A Bachelor’s degree or substantial related experience is required, with a high standard for

Qualifications

• Bachelor's degree or 6+ years of related experience in employment coordination or HR.
• Strong onboarding and documentation requirements knowledge.
• Experience with multi-state compliance and audits.
• Excellent customer service and communication skills.

Responsibilities

• Manage full employee onboarding process including documentation and background checks.
• Coordinate with departments to ensure compliant onboarding across states.
• Conduct compliance audits and resolve documentation issues.
• Provide responsive support to employees and managers throughout onboarding.

Skills

Onboarding coordination

Compliance knowledge

Customer service

Communication

Documentation

Education

Bachelor's degree

6+ years experience in lieu of degree

Tools

HRIS

ATS

Electronic onboarding

Job description

Job Description

Job Description

Employment Specialist

Position Summary

The Employment Specialist is responsible for managing and coordinating the employee onboarding process from start to finish while ensuring compliance with applicable federal, state, and local employment regulations and company policies.

This position serves as a key point of contact for employees, managers, and internal departments, providing timely and professional support throughout the employment lifecycle. The Employment Specialist must be highly organized, detail-oriented, and knowledgeable in employment documentation, onboarding procedures, and multi-state employment compliance.

Key Responsibilities

• Manage the full employee onboarding process, including employment documentation, background checks, drug testing coordination, required forms, orientation, and completion of all onboarding requirements.
• Ensure onboarding activities are completed accurately, timely, and in accordance with company policies and applicable regulations.
• Conduct compliance audits to identify missing, incomplete, expired, or outdated employee documentation.
• Monitor onboarding and employment practices to support compliance with federal, state, and local employment requirements.
• Apply working knowledge of multi-state employment regulations to support employees and company operations across various jurisdictions.
• Coordinate with internal departments, managers, and employees to resolve onboarding, documentation, and compliance issues.
• Provide responsive and professional customer service to employees, managers, and internal stakeholders.
• Answer employment-related questions and assist employees with onboarding and employment processes.
• Identify potential compliance risks and elevate concerns to the appropriate HR leadership.
• Assist with developing and improving onboarding procedures, checklists, workflows, and compliance processes.
• Maintain accurate employee records and ensure required documentation is properly stored and maintained.
• Protect confidential employee information and maintain a high level of professionalism, discretion, and integrity.
• Perform other HR and employment-related duties as assigned.

Minimum Requirements

• Bachelor's degree with 2+ years of experience in employment coordination, human resources, recruiting, staffing, compliance, or a related field; or
• 6+ years of directly related experience in lieu of a degree.
• Strong understanding of employee onboarding and employment documentation requirements.
• Working knowledge of federal and multi-state employment compliance requirements.
• Experience conducting audits or reviewing documentation for accuracy and compliance.
• Excellent customer service, communication, and presentation skills.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.
• Strong computer skills, including proficiency with Microsoft Office and HRIS, ATS, electronic onboarding, or workforce management systems.
• Ability to handle sensitive and confidential employee information with professionalism and discretion.
• Ability to work independently while also collaborating effectively with HR, management, and other departments.

Preferred Qualifications

• Experience working in a staffing, recruiting, manufacturing, healthcare, or multi-state employment environment.
• Experience with HRIS, ATS, electronic onboarding, or workforce management platforms.
• Experience supporting compliance audits and maintaining employee files.
• Familiarity with federal employment regulations and state-specific onboarding requirements.
• Experience working with high-volume onboarding processes.

Work Environment

This position operates primarily in a standard office environment and may involve:

• Primarily desk-based work requiring extended periods of computer and telephone use.
• Regular interaction with employees, managers, clients, and internal departments.
• A fast-paced environment requiring the ability to manage multiple priorities, deadlines, and requests.
• Occasional meetings, training sessions, and collaboration with other departments.
• Occasional extended hours to meet business, staffing, or compliance deadlines.
• Work is generally performed during standard business hours in a climate-controlled office environment.

Physical Requirements

• Ability to sit and work at a desk for extended periods.
• Ability to regularly use a computer, keyboard, mouse, telephone, and other standard office equipment.
• Ability to communicate effectively, both verbally and in writing, with employees, managers, clients, and internal team members.
• Ability to read and review documents, forms, computer screens, and other written materials for extended periods.
• Ability to occasionally stand, walk, bend, reach, and move throughout the office.
• Ability to occasionally lift and carry office supplies, files, or equipment weighing up to approximately 25 pounds.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Disclaimer

This job description outlines the general nature and level of work expected for this position. It is not intended to be a comprehensive list of all duties, responsibilities, or qualifications required. Employees may be asked to perform additional duties as business needs require.

Epic Personnel Partners is an Equal Opportunity Employer and complies with all applicable federal and state employment laws.

Company Description

Epic Personnel Partners, LLC is a privately held woman-owned staffing firm. We value our relationships as well as your time and wish to make the most of all our interactions. We spend time listening to your needs to ensure we fully understand what you are looking for, the challenges you face, and the goals you seek to accomplish by working with us. Our goal is to add value to by sourcing, interviewing, and placing the right person in the right position. We accomplish this by utilizing cutting-edge technology, which enables us to reach out to a larger pool of professionals to identify the best fit.

We do not just focus on the academic background and on experience of a candidate, but also on the personality type and the candidate's habits and interests. Our approach allows clients to see and assess the applicants even before they meet the potential candidate.

We have a proven track record of success, providing staffing and recruitment services to clients for more than two decades.

Visit us at epicpp.com to discover more about our organization.

Epic Personnel Partners, LLC is an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

Company Description

Epic Personnel Partners, LLC is a privately held woman-owned staffing firm. We value our relationships as well as your time and wish to make the most of all our interactions. We spend time listening to your needs to ensure we fully understand what you are looking for, the challenges you face, and the goals you seek to accomplish by working with us. Our goal is to add value to by sourcing, interviewing, and placing the right person in the right position. We accomplish this by utilizing cutting-edge technology, which enables us to reach out to a larger pool of professionals to identify the best fit.

We do not just focus on the academic background and on experience of a candidate, but also on the personality type and the candidate's habits and interests. Our approach allows clients to see and assess the applicants even before they meet the potential candidate.

We have a proven track record of success, providing staffing and recruitment services to clients for more than two decades.

Visit us at epicpp.com to discover more about our organization.

Epic Personnel Partners, LLC is an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.