Onboarding 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

The Onboarding Specialist is responsible for ensuring candidates experience a seamless transition during the onboarding process. Reporting to the Onboarding Manager, the onboarding specialist will effectively manage candidates onboarding documents and ensure background checks are handled timely and accurately.

Essential Functions And Primary Responsibilities Of Position

• Processes the entire background checks for all new hires which includes, but not limited to registration for fingerprinting appointment, submission of SEL, SCR, MHL and other required background checks.
• Review the completed onboarding packets and verify that all necessary information are filled completely and accurately in the system to ensure compliance with all local, state and federal laws.
• Complete data entry of new hire information to activate newly hired staff in the Paycom system, and update the compliance status of current staff in the governmental agency portals. (Ex. Justice Center, eJusticeNY, Criminal History Record Check, Office of Children and Family Services database)
• Compiles and uploads all documentation into the Paycom system submitted by the new hires, which includes but not limited to employment application, diplomas/degrees, licenses, certifications, identification cards, and other required documentation in relation to employment.
• Must ensure to conduct and complete I-9 Employment Eligibility Verification within three days from new hires start date.
• Maintains open communication to different hiring managers and provides regular updates on the onboarding status for all new hires.
• This position reports to the On-boarding Manager and will work side-by-side with members of the recruitment team.
• Processes and distributes new employee identification cards.
• Attend and assists the team with New Hire Orientation: may involve reserving room, preparing materials, and following up with obtaining any required documents from new hires.
• Utilize the New Hire Checklist to verify all employee documents are received and completed accurately, background check clearances are obtained and uploaded, and data enter verifications of professional license, education, and PPD.
• With the assistance of the recruiters and Director, conduct a Fair Chance Act Analysis and Safety Assessment as needed.
• Performs other job-related duties as assigned, consistent with the scope, responsibilities, and level of the position, and in compliance with applicable laws, regulations, and organizational policies.

Qualifications

• High School diploma or equivalent and 2 years of 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.
• Ability to manage time effectively and determine priorities, scheduling and logistics skills with a strong attention to details.
• Strong knowledge and familiarity with conducting and following up on various background checks, onboarding practices, employment laws, and compliance standards.
• Ability to work in a team and take initiative, maintain flexibility, and creatively solve problems.
• Personable. Builds and maintains good rapport with hiring managers across all programs.
• Highly efficient using HRIS systems and office applications. [Microsoft Office365, Excel, Applicant Tracking System, Job Boards, (and Paycom a plus)]

Benefits

At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You canexpect:

• Rewarding Work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee Appreciation Programs and Events.
• Tuition Assistance Program.
• Professional Development opportunities.
• Wellhub Discount
• Verizon Wireless Discount.
• BJs Membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to [e-mail].

About HeartShare

Who WE ARE:

For over one hundred years, HeartShare has dedicated itself to improving the lives of people needing special services and support. The HeartShare team, now 2,100 employees and growing, helps individuals develop to their fullest potential and lead meaningful and enriched lives.

To learn more about HeartShare, please visit our website at www.heartshare.org or follow us on Twitter LinkedIn YouTube Instagram Facebook

HeartShare Human Services of New York | Homepage

HeartShare Human Services of New York nurtures and empowers children and adults with intellectual and developmental disabilities.

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