Onboarding & Compliance Specialist

Heartshare; New York (NY); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Paid vacation

Sick and personal days

Health, dental, vision, life insurance

403(b) retirement plan

Employee Assistance Program (EAP)

Tuition assistance

Professional development

Employee discounts

Broadway and entertainment discounts

Job summary

HeartShare is seeking an Onboarding Specialist to ensure a seamless transition for candidates. You will manage onboarding documents, coordinate background checks, and ensure compliance with local, state, and federal laws.

Reporting to the Onboarding Manager, you will interact with the recruitment team, activate new hires in Paycom, and support orientation activities. This role requires strong organizational and communication skills and a commitment to accurate data processing.

Qualifications

• High School diploma or equivalent and 2 years onboarding experience required.
• Bachelor's degree from four-year college or equivalent preferred.
• Strong interpersonal and communication skills.
• Valid NYS ID required.
• Excellent follow-up and customer service skills.
• Strong organizational skills, assertive, and able to work independently and collaboratively.
• Knowledge of background checks, onboarding practices, employment laws and compliance standards.

Responsibilities

• Processes the entire background checks for all new hires including fingerprinting registration and required checks.
• Review onboarding packets for completeness and accuracy to ensure compliance.
• Enter new hire data into Paycom and update compliance status in portals.
• Compile and upload documentation into Paycom for new hires.
• Ensure I-9 Employment Eligibility Verification within three days of start date.
• Maintain communication with hiring managers and provide status updates.
• Work with recruitment team and onboarding manager closely.
• Process and distribute new employee identification cards.
• Assist New Hire Orientation and prepare required materials.
• Verify documents with New Hire Checklist and enter verifications.

Skills

Interpersonal skills

Communication

Organizational skills

Time management

HRIS systems

Paycom

Attention to detail

Education

High school diploma

2 years onboarding experience

Bachelor's degree preferred

Tools

Paycom

HRIS

Microsoft Office365

Excel

ATS

Job description

HeartShare is seeking an Onboarding Specialist to ensure a seamless transition for candidates. You will manage onboarding documents, coordinate background checks, and ensure compliance with local, state, and federal laws.

Reporting to the Onboarding Manager, you will interact with the recruitment team, activate new hires in Paycom, and support orientation activities. This role requires strong organizational and communication skills and a commitment to accurate data processing.