Onboarding Specialist

TKC Holdings, Inc.; St. Louis (MO); On-site; USD 52,000 - 78,000; Full time

Job summary

TKC Holdings, Inc. seeks an Onboarding Specialist to oversee all aspects of hiring, onboarding, and promotions, ensuring smooth transitions for new hires and internal transfers. The role demands independent judgment to resolve issues, monitor data integrity, and proactive follow-up on outstanding onboarding items.

The position focuses on legally compliant pre-employment processes, background checks, I-9/E-Verify, and timely offer letters while maintaining a high-quality candidate experience.

Qualifications

• Minimum of four years of experience as an Onboarding Specialist, Recruiting Coordinator, or HR role.
• Strong analytical and communication skills are required.
• Experience with iCIMS and MS Office preferred.

Responsibilities

• Manage onboarding experience for Hiring Managers, internal customers, and candidates.
• Ensure legal compliance with pre-employment procedures and documentation.
• Prepare and send offer letters detailing role expectations and compensation.
• Ensure onboarding documents are completed by candidates promptly.
• Oversee pre-employment background checks, drug testing, and health testing as needed.
• Check results daily and update statuses in the system; escalate as needed.
• Review background check results and adjudicate or escalate as appropriate.
• Approve or reject candidates based on background checks and pre-employment screening.
• Ensure I-9 forms and E-Verify are completed on time and audited.
• Identify process improvements for efficiency and legal compliance.
• Develop positive relationships with new hires via email, text, and phone.
• Provide weekly updates to hiring managers on new hires in onboarding.
• Communicate all details with hiring managers to ensure a positive first day.

Skills

Analytical skills

Communication skills

Microsoft Office

Detail-oriented

Confidential information handling

Job description

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.