Human Resources Specialist

Young Adult Institute; Manhattan (KS); On-site; USD 42,000 - 54,000; Full time

Job summary

The Young Adult Institute is seeking a temporary Onboarding Specialist to support candidate processing, background checks, and new-hire paperwork during a 3-5 month assignment. You will coordinate with the recruiting team and manage onboarding tasks to ensure timely, compliant hiring.

You will conduct onboarding appointments, verify documentation, and assist with completion of forms, using Workday where required. Strong communication and confidentiality are essential.

Qualifications

• HS Diploma or its educational equivalent.
• Strong oral and written communication skills.
• Excellent organizational skills, ability to multi-task and follow-up on outstanding items.
• Proficient with Microsoft Office, specifically Excel and Outlook.
• Ability to navigate electronic systems, such as HRIS/ATS software or other databases.
• Ability to work with all levels of staff and provide excellent customer service.
• May require occasional travel across assigned region and/or to NYC Headquarters office.
• Ability to maintain confidentiality at all times.

Responsibilities

• Communicates with candidates, recruiting team and supervisors regarding scheduling, appointments and completion of required onboarding tasks.
• Coordinates with recruiting team and other HR staff as required regarding internal and external candidates, including appropriate effective dates, changes in status, withdrawals from processing, etc.
• Initiates hires and staffing changes through Workday and completes verifications (e.g. professional licenses), as appropriate.
• Conducts onboarding appointments with candidates to collect and verify required documentation and assists candidates with completion of onboarding tasks, processing of new hire forms and other required paperwork, as needed.
• Obtains all necessary authorizations for required background checks and clearances, processes appropriate checks utilizing various electronic systems; appropriately stores required documentation and maintains clearance database.
• Ensures accuracy and completeness of new hire processing and information, tracking completion of all new hire paperwork and receipt of necessary background clearances for assigned candidates.
• Maintains compliance with all internal and oversight agency processes and procedures and with all applicable State and Federal requirements in processing and onboarding candidates.
• Communicates onboarding status, processing delays and withdrawals to supervisors and other stakeholders and provides notifications and clearances, ensuring timely scheduling for preservice/orientation and maintaining databases, as appropriate.
• Responds to all general HR inquiries, audits, and requests.
• Performs all other duties as assigned.

Skills

Strong communication

Organizational skills

Customer service

Confidentiality

Travel occasional

Collaborating with all levels

HR systems navigation

Education

HS Diploma or equivalent

Tools

MS Office (Excel & Outlook)

Job description

***Please note that this is a temporary role for 3 to 5 month***

Key/Essential Functions & Responsibilities

• Communicates with candidates, recruiting team and supervisors regarding scheduling, appointments and completion of required onboarding tasks.
• Coordinates with recruiting team and other HR staff as required regarding internal and external candidates, including appropriate effective dates, changes in status, withdrawals from processing, etc.
• Initiates hires and staffing changes through Workday and completes verifications (e.g. professional licenses), as appropriate.
• Conducts onboarding appointments with candidates to collect and verify required documentation and assists candidates with completion of onboarding tasks, processing of new hire forms and other required paperwork, as needed.
• Obtains all necessary authorizations for required background checks and clearances, processes appropriate checks utilizing various electronic systems; appropriately stores required documentation and maintains clearance database.
• Ensures accuracy and completeness of new hire processing and information, tracking completion of all new hire paperwork and receipt of necessary background clearances for assigned candidates.
• Maintains compliance with all internal and oversight agency processes and procedures and with all applicable State and Federal requirements in processing and onboarding candidates.
• Communicates onboarding status, processing delays and withdrawals to supervisors and other stakeholders and provides notifications and clearances, ensuring timely scheduling for preservice/orientation and maintaining databases, as appropriate.
• Responds to all general HR inquiries, audits, and requests.
• Performs all other duties as assigned.

Experienced onboarding specialists may be selected for assignment as lead or background/clearance specialist and may perform the following tasks, in addition to the above:

• Assists with training and mentoring of onboarding staff.
• Participates in safety assessments and/or supports various committees by gathering/providing information, tracking outstanding items, scheduling assessments, assisting with documentation, etc.
• Assists with entry/tracking of background clearances, including verification of submissions for initial background and clearance requests and enters additional background requests (MHL, SCR, etc.) as required.
• Conducts reviews of employee records to ensure data integrity and obtains updated or additional documents as required.
• Reviews all new hire information to ensure completeness, accuracy and compliance with internal, State and Federal requirements prior to start date and facilitates requests to update hire dates with HCM team.
• Ensures compliance with background and clearance requirements by assisting with tracking of various clearances, processing updates in electronic systems and trackers for all background-related submissions, including updates to hires, dropouts and terminations in NYS CBC system on a regular basis.
• Develops and maintains understanding of the various laws and regulations governing onboarding, including State(s) requirements (WTPAs, Fair Chance Act, drug screens, etc.) and Federal requirements (completion of Form I-9, etc.); supports compliance by providing access to resources, identifying relevant trainings and assisting with other onboarder inquiries.
• Conducts monthly staff checks including but not limited to Medicaid/Medicare Exclusion reporting, random drug testing, and license verification.

Minimum Qualification Requirements including education, experience, licensure/certification, etc. and essential physical capabilities (e.g. lifting, assisting lifting, standing, etc.)

• HS Diploma or its educational equivalent
• Strong oral and written communication skills
• Excellent organizational skills, ability to multi-task and follow-up on outstanding items
• Proficient with Microsoft Office, specifically Excel and Outlook
• Ability to navigate electronic systems, such as HRIS/ATS software or other databases
• Ability to work with all levels of staff and provide excellent customer service
• May require occasional travel across assigned region and/or to NYC Headquarters office
• Ability to maintain confidentiality at all times.

Lead Onboarding Specialists and Background/Clearance Specialists must also meet the following additional requirements:

• At least two (2) years in an administrative human resources, recruiting, and/or onboarding role or related experience including knowledge of State (NY and NJ, preferred) and Federal employment/labor law requirements.

Preferred Qualification Requirements ( desired requirements beyond MQRs above)

• Bachelor's degree in Human Resources-related field
• One (1) or more years of onboarding experience or other human resources experience
• Previous experience performing data entry, customer service or administrative tasks
• Experience utilizing Wor