Onboarding Specialist

TKC Holdings, Inc.; Northern (KY); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical, Dental & Vision Insurance

401(k) Retirement Plan with Company M

Paid Time Off (PTO)

Tuition Reimbursement

Paid Training

Career Advancement Opportunities

Life Insurance & AD&D Coverage

Voluntary Benefits: short-term & long‑

Job summary

TKC Holdings, Inc. is seeking an Onboarding Specialist to manage the end-to-end onboarding of new hires and internal promotions. You will collaborate with Hiring Managers to ensure a smooth transition, complete pre-employment steps, and maintain accurate data in iCIMS.

The role requires independent judgment, strong communication, and meticulous attention to compliance with employment laws and internal processes. A positive candidate experience and timely status updates are essential.

Qualifications

• Minimum of four years of experience in onboarding, recruiting coordination or related HR role.
• Experience with iCIMS strongly preferred.
• Strong analytical skills and attention to detail.
• Excellent verbal and written communication skills.
• Experience handling sensitive and confidential information.
• Proficiency with Microsoft Office.
• Strong organizational skills.

Responsibilities

• Own the onboarding process for hires and transfers, ensuring timely completion of documents and background checks.
• Ensure legal compliance with pre-employment procedures and I-9/E-Verify.
• Prepare and send offer letters detailing role expectations and compensation.
• Coordinate background checks, drug testing, and occupational health processes.
• Maintain ongoing status updates and actionable communications with hiring managers.
• Audit and resolve background check results and escalations as needed.
• Gatekeeper for employment start, ensuring all pre-employment requirements are met.

Skills

Analytical skills

Strong communication

Confidential information handling

Microsoft Office proficiency

Organizational skills

Tools

iCIMS

Microsoft Office

Job description

Overview

TKC Holdings, Inc—comprised of Trinity Services Group, Keefe Group, and Courtesy Products - is a mid market respected leader in the corrections and hospitality industries for more than 40 years. With thousands of team members across the country, we continue a tradition of innovation, integrity, and success. TKC is committed to delivering excellent products and services, exceeding customer expectations, and empowering the career development of every team member.

We are proud to be a military and veteran-friendly employer.

About This Position

The Onboarding Specialist is responsible for all aspects of hiring and onboarding new employees and existing employee promotions and transfers to include the management of the process, consistent status follow up and making independent evaluations and decisions regarding the new hires. Provides a high-quality candidate experience and ensures both transitioning and newly hired employees have a smooth and consistent transition into their new roles. This position requires a high level of independent judgment to resolve any problems, monitor data for system integrity, daily follow up on status of outstanding items needed to finalize onboarding and proceed to hire.

Essential Functions, Duties, and Responsibilities

• Manage the onboarding experience for Hiring Managers, internal customers, and Candidates.
• Responsible for ensuring legal compliance with pre-employment and new-hire procedures and documentation, including compliance with applicable laws and execution.
• Prepare and send offer letters detailing the expectations of the new role and compensation.
• Ensure onboarding documents are completed by the candidate in a timely manner.
• Oversee pre-employment background checks, drug testing and occupational health testing as appropriate and analyze and resolve any issues regarding those background checks.
• Check results daily for all pre-employment background checks, drug testing and occupational health testing while updating statuses in iCIMS. Follow up with background vendor for escalations.
• Manage the background check results by reviewing, approving, adjudicating and/or escalating based on results.
• Exercise discretion in approving or rejecting candidates based on background checks or other pre-employment screening, as well as determining when to request a contingent start of employment in light of delayed background checks.
• Initiate adverse action for candidates rejected based on background checks.
• Ensure all I-9’s with E-Verify are completed on time and audited.
• Review current processes to determine if they are efficient and effective, and recommend changes to improve efficiency and legal compliance.
• Participate in the implementation of new systems, processes and make recommendations for improvements.
• Develop and maintain a positive relationship with new hires via email, text, and phone to ensure onboarding processes are being completed timely.
• Provide the business with weekly updates of new hires in the onboarding process, as well as answer any questions the hiring managers might have.
• Communicate all details with hiring managers to ensure a positive "first day" experience.
• Ensure compliance with company enforced HR processes and current employment laws and regulations.
• Act as a gatekeeper for commencement of employment, ensuring completion of I-9 forms and that other preemployment requirements are met.
• Ensure all new hires have a positive and efficient onboarding experience.
• Ensure all new hires are assigned a ‘POINT’ and notify the Recognition Program lead of the assignment.
• Other duties as assigned.

What You'll Need

• Minimum of four years of experience as an Onboarding Specialist, Recruiting Coordinator, or in a related HR Role.
• Prior iCIMS experience strongly preferred.
• Strong analytical skills.
• Solid communication skills, both verbal and written.
• Experience with Microsoft Office.
• Strong organization skills with keen attention to detail required.
• An ability to handle sensitive and confidential information.

Benefits

We care about our employees and offer benefits that support your health, finances, and career growth.

• Medical, Dental & Vision Insurance
• 401(k) Retirement Plan with Company Match
• Paid Time Off (PTO)
• Tuition Reimbursement
• Paid Training
• Career Advancement Opportunities
• Life Insurance & AD&D Coverage
• Voluntary Benefits including Short-Term Disability, Long-Term Disability, Critical Illness, Accident Coverage, and more.

EEO Statement

Equal Employment Employer as to all protected groups, including protected veterans and individuals with disabilities.

We maintain a drug-free workplace.

A copy of our Privacy Policy and CA Employee Privacy Notice can be found here: https://tkcholdings.com/privacy-policy-108