Onboarding Specialist

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

Job summary

HeartShare is seeking an Onboarding Specialist to ensure a seamless transition for new hires. You will manage onboarding documents, coordinate background checks, and ensure timely I-9 verification.

You will work closely with the On-boarding Manager and recruitment team to keep all stakeholders updated. Responsibilities include data entry in Paycom, document compilation, orientation support, and compliance with employment laws.

Qualifications

• High School diploma or equivalent required.
• Bachelor's degree preferred.
• Strong interpersonal and communication skills.
• Excellent organizational and time-management abilities.
• Experience with HRIS and Paycom is a plus.
• Knowledge of background checks and employment laws.

Responsibilities

• Process background checks for all new hires, including fingerprinting appointments.
• Review onboarding packets for completeness and accuracy.
• Enter new hire data into Paycom and update compliance status.
• Compile and upload documents into Paycom (applications, diplomas, licenses).
• Ensure I-9 verification within three days of start date.
• Coordinate onboarding with hiring managers and recruitment team.
• Assist New Hire Orientation and manage room/materials.
• Verify documents with New Hire Checklist; track licenses/education.
• Support Fair Chance Act analysis and safety assessments as needed.

Skills

Interpersonal skills

Communication skills

Organizational skills

Time management

Attention to detail

Team collaboration

Education

High School diploma or equivalent

Bachelor's degree preferred

Tools

HRIS systems

Microsoft Office365

Paycom

Applicant Tracking System

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.High School diploma or equivalent and 2 years of onboarding experience requiredBachelor's degree from four-year college or equivalent preferredStrong interpersonal and communication skills.Valid NYS ID requiredExcellent 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)]BenefitsAt HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect: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 DiscountVerizon Wireless Discount.BJs Membership discount.Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & moreHeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to [e-mail] HeartShareWho 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 FacebookHeartShare Human Services of New York | HomepageHeartShare Human Services of New York nurtures and empowers children and adults with intellectual and developmental disabilities.#INDP