HR ONBOARDING SPECIALIST

Abraxas Youth & Family Services; Pennsylvania; On-site; USD 42,000 - 64,000; Full time

Job summary

Abraxas Youth & Family Services is seeking an Onboarding Specialist in a multi‑state onboarding capacity. You will manage assigned candidate desks, coordinate state and federal clearances, and ensure documentation accuracy to meet start dates.

The role emphasizes compliance, timely communications with affiliates, and robust data tracking within HR systems. The position reports to the Supervisor, Pre‑Hire Compliance & Onboarding, and requires maintaining confidentiality and avoiding clinical

Qualifications

• High school diploma or equivalent required; additional education in human resources, business administration, healthcare administration, or related field preferred.
• Experience in onboarding, HR administration, credentialing, compliance support, or another documentation‑intensive administrative role preferred.
• Experience coordinating screenings, clearances, confidential records, or program‑specific documentation in a regulated environment preferred.
• Ability to manage multiple cases, meet deadlines, and identify matters requiring supervisory review.
• Proficiency with office software, spreadsheets, electronic document repositories, and data entry; ability to learn HR, onboarding, and dashboard systems.
• Ability to reconcile records, prepare weekly metric reports, communicate clearly with candidates and affiliate contacts, and safeguard confidential information.

Responsibilities

• Own and manage assigned onboarding desk and cases from handoff through clearance and transition to next owner.
• Initiate and verify state, federal, county clearances using approved checklists and routes discrepancies to reviewers.
• Coordinate medical clearances and communicate status without sharing sensitive medical details.
• Apply program-specific requirement matrices for credentials, licenses, training, and prerequisites.
• Verify readiness and maintain holds until required approvals are obtained; avoid bypassing controls.
• Explain steps, deadlines, and actions clearly; follow up to prevent delays; document outreach.
• Conduct weekly desk audits and compare with trackers, dashboards, and source systems.
• Escalate delays, missing information, or system issues to Supervisor with necessary details.
• Provide timely updates to affiliates, recruiting, and hiring managers; document commitments and actions.
• Capture affiliate feedback and suggest practical improvements; communicate resolutions.
• Maintain and reconcile trackers, dashboards, and system fields; report findings and defects.
• Prepare weekly metric reports with caseloads, aging, and turnaround times.
• Support audits with complete, indexed records and traceable verifications.
• Protect confidentiality of candidate, employee, screening, and medical information.
• Ensure proper handoffs for coverage and training on approved process changes.
• Complete special projects and onboarding tasks; coordinate legacy file remediation as needed.
• Complete required training and stay current on procedures; participate in cross-training.

Skills

Onboarding

Compliance

Documentation

Attention to detail

Communication

Education

High school diploma or equivalent

Additional HR/business/healthcare administration education preferred

Tools

Office software

Job description

Standard Position Description

Section 1: Identifying Information

Position Title: Onboarding Specialist

Date Prepared: October 21, 2026

Department: Human Resources

Service Line: Shared Services / Onboarding

Affiliate: Enterprise / Assigned Affiliates

State: Multi-State

Position Reports To: Supervisor, Pre-Hire Compliance & Onboarding

EEO Class: Pending HR Review

FLSA Status: Pending Classification Review

Section 2: Position Purpose

The Onboarding Specialist manages an assigned onboarding desk and coordinates the timely completion, verification, and documentation of pre-hire requirements for assigned affiliates. Reporting to the Supervisor, Pre-Hire Compliance & Onboarding, the Specialist verifies required state, federal, county, medical, and program-specific clearances against approved requirements and communicates documented readiness within delegated authority. The role owns case follow-up, desk self-audits, accurate trackers and dashboards, required system fields, and weekly reporting on assigned metrics. The Specialist keeps the Supervisor informed of delays, roadblocks, at‑risk start dates, affiliate feedback, and recommended improvements. The position does not independently waive requirements, interpret unresolved regulatory questions, make clinical determinations, or issue eligibility or adverse‑action decisions reserved to authorized reviewers. Recruitment retains sourcing and recruiting responsibilities.

Section 3: Major Responsibilities

• Assigned desk and case ownership: Manage assigned candidates and onboarding cases from handoff through documented clearance and transition to the designated next owner. Review priorities, target start dates, outstanding items, and aging cases daily; maintain clear ownership, next actions, and follow‑up dates.
• State, federal, and county clearances: Initiate, track, obtain, and verify applicable background checks, screenings, and clearances using approved state-, federal-, county-, affiliate-, and position‑specific checklists. Confirm that records correspond to the correct individual, satisfy documented requirements, and remain valid for the intended start date; route discrepancies and potentially disqualifying results to authorized reviewers.
• Medical clearance coordination: Coordinate required appointments, submissions, and follow‑up with candidates and approved providers. Verify receipt of required medical clearance documentation or authorized clearance status without making clinical judgments. Restrict access to medical information and communicate only the minimum necessary status through approved channels.
• Program and regulatory requirements: Apply approved requirement matrices for assigned programs, service lines, locations, and roles, including required credentials, licenses, certifications, training, and other documented prerequisites. Seek Supervisor or Compliance clarification when requirements are unclear, conflicting, or not addressed in approved guidance.
• Readiness verification and clearance controls: Confirm that all applicable requirements, verification evidence, and required approvals are complete before marking a case cleared or communicating readiness within delegated authority. Maintain holds for unresolved requirements; never bypass controls, waive requirements, or promise a start date before required approvals are obtained.
• Candidate follow‑up and service: Explain required steps, submission instructions, deadlines, and next actions clearly. Follow up on outstanding items according to approved service expectations, document outreach and responses, and identify assistance needed to prevent avoidable delays.
• Desk self‑audits and file quality: Audit the assigned desk at least weekly using approved checklists, with additional reviews before clearance and as directed. Compare case files with trackers, dashboards, and source systems; identify missing, expired, inconsistent, or incorrectly filed records. Document deficiencies, corrective actions, due dates, and closure evidence, and elevate unresolved gaps.
• Supervisor communication and escalation: Notify the Supervisor promptly of delays, roadblocks, missing information, vendor or system issues, unresolved clearance questions, and at‑risk start dates. Provide the case reference, outstanding requirement, aging, operational impact, actions already taken, responsible party, next follow‑up date, and specific support or decision needed. Escalate urgent concerns when identified rather than waiting for the weekly report.
• Affiliate and stakeholder communication: Provide timely, accurate status updates to assigned affiliate contacts, Recruitment, hiring managers, and other authorized stakeholders. Explain pending requirements and handoffs without sharing restricted screening or medical details. Document commitments, changes, and unresolved concerns in approved systems.
• Affiliate feedback and service improvement: Capture affiliate feedback, recurring questions, handoff concerns, and service barriers. Share themes and specific examples with the Supervisor, recommend practical improvements, and communicate approved resolutions back to the appropriate stakeholders.
• Tracker, dashboard, and system‑field maintenance: Update approved records as case activity occurs and complete a weekly reconciliation before the reporting deadline. Maintain required fields, including assigned affiliate, state, county or program where applicable, case owner, stage, milestone dates, pending requirements, hold reason, last outreach, next action, target start date, and clearance status. Correct stale or inconsistent entries and report system defects to the Supervisor.
• Weekly metric reporting: Prepare and submit reports on assigned desk metrics by the established weekly deadline using approved definitions and reporting periods. Include beginning and ending caseload, new assignments, completed or cleared cases, pending cases by stage, aging, turnaround time, overdue follow‑ups, holds and delay reasons, start‑date risks, audit findings, corrections, and other assigned measures. Distinguish external dependencies from internal processing delays and explain material changes.
• Reporting accuracy and action follow‑through: Reconcile reported totals to source records, identify missing data, avoid duplicate counts, and document unresolved discrepancies. Include key roadblocks, affiliate feedback, improvement recommendations, action owners, and due dates in weekly updates. Carry open actions forward until closure is verified.
• Audit support and document control: Maintain complete, accurate, properly indexed, and retrievable records in approved repositories. Supply requested evidence for internal and external audits through designated channels, respond to assigned findings, and preserve a traceable record of verification and approvals.
• Confidentiality and secure handling: Protect candidate, employee, screening, and medical information through approved access, storage, transmission, and retention procedures. Use authorized systems and report suspected access or information‑handling issues promptly through established channels.
• Coverage and handoffs: Maintain current desk notes and provide documented handoffs for absences, reassignment, and cleared cases. Identify urgent cases, pending deadlines, open escalations, and next actions so backup staff and receiving teams can continue work without duplicate processing or missed requirements.
• Training and approved process changes: Complete required training, remain current on approved procedures and requirement updates, participate in cross‑training, and apply Supervisor‑approved changes consistently. Recommend improvements that reduce rework and delays without weakening compliance controls.
• Additional assignments and remediation: Complete assigned projects, targeted file reviews, and other related onboarding duties. Track separately assigned legacy employee‑file remediation independently from new‑hire onboarding metrics and communicate competing priorities or capacity constraints to the Supervisor.

Section 6: Job Qualifications and Competencies

Job Qualifications

Education and Experience:

• High school diploma or equivalent required; additional education in human resources, business administration, healthcare administration, or a related field preferred.
• Experience in onboarding, HR administration, credentialing, compliance support, or another documentation‑intensive administrative role preferred.
• Experience coordinating screenings, clearances, confidential records, or program‑specific documentation in a regulated environment preferred.
• Ability to manage multiple cases, follow approved requirement checklists, meet deadlines, and identify matters requiring supervisory review.
• Proficiency with office software, spreadsheets, electronic document repositories, and data entry; ability to learn HR, onboarding, and dashboard systems.
• Ability to reconcile records, prepare weekly metric reports, communicate clearly with candidates and affiliate contacts, and safeguard confidential information.

Job Competencies

• Accountability and Organization: Owns assigned cases, maintains accurate priorities and follow‑up dates, completes weekly desk reviews, and follows issues through documented closure.
• Compliance and Attention to Detail: Applies approved requirements consistently, verifies supporting evidence, recognizes discrepancies, and maintains holds and escalation boundaries without bypassing controls.
• Communication and Service: Provides clear instructions and timely updates, escalates barriers with actionable detail, captures affiliate feedback, and maintains professional candidate and stakeholder relationships.
• Data Integrity and Reporting: Keeps trackers, dashboards, and required fields current; reconciles source records; and prepares accurate, timely weekly reports using established metric definitions.
• Problem‑Solving and Continuous Improvement: Identifies recurring delays and documentation gaps, recommends practical improvements, and implements approved corrective actions while protecting confidentiality and compliance standards.
• EQUIPMENT/MACHINES:
• Vehicle Requirements
• Current driver’s license, vehicle registration and vehicle insurance
• Vehicle / wheelchair lifts
• Adaptive Equipment
• Business use of company equipment to include; telephone, cellular telephone, and home appliances and furnishings
• ADHERE TO AND FOLLOW:
• The By‑Laws of the Corporation and as set forth in the Articles of Incorporation.

Section 7: Physical Demands and Working Conditions

Network Functions

Equipment/Machines:

Physical Demands

• Maintain and abides by OSHA requirements and guidelines
• Observes all Fire and Safety Policies and Procedures
• Observes all Fiscal/Office/ HR Personnel Policies and Procedures
• Observes all HIPAA Policies and Procedures and maintains confidentiality
• Attends all required and scheduled trainings and meetings
• Always maintain a professional demeanor and exercise good judgement in all areas of employment duties

VEHICLE REQUIREMENTS

• Current driver’s license, driver registration and a functional vehicle

EQUIPMENT OPERATIONS

• Telephone: Cellular - Multi-line, Calculator, Copier, Fax, Computer

COMPUTER SOFTWARE APPLICATIONS

Has knowledge of each program

Knowledge of Office software programs

Individual must be able to meet physical requirements of the job:

• Sitting at a meeting table or desk – Reaching – Lifting – Bending – Standing – Stooping – Twisting - Climbing steps - Driving a vehicle
• Lift up to 50lbs or more.

Environment(s) is modern, well-lit office facilities in multiple locations

ACCIDENT, HEALTH HAZARD AND SECURITY KNOWLEDGE

• Bloodborne Pathogens, Right To Know, HIPAA, Security Acts, Fire & Safety

The statements on these pages reflect the general duties considered necessary to describe the principal functions of the job as identified. These statements shall not be considered as the detailed description of all the work requirements that may be inherent in the position. We rely on good judgement, common sense and Teamwork.

From time-to-time you may be requested to perform other duties essential in the effective management of this facility. Although these duties may not be identified in this written job description, you will be required to perform such tasks, providing the proper training of such duties has been given to you. A well-trained and cross-trained staff is essential in this organization. Your job knowledge in all areas of your field will benefit both you and this organization.

The more you know and the more areas you can work in this office will add value to you, as a person, as well as value and continued success of Inperium, Inc. & Family of Services.