Onboarding Specialist

Position Title: On-boarding Specialist

Safety Sensitive: No

Supervisor’s Title: Onboarding Supervisor

FLSA Status: Exempt

Department: Human Resources

Division: Human Resources

POSITION PURPOSE

The onboarding specialist supports the Talent Acquisition and Human Resources (HR) team to ensure timely, thorough, and consistent onboarding of new hires. They schedule and facilitate New Hire Orientation (NHO) as well as partner with the Training Department to ensure coordination for incoming classes.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

ESSENTIAL FUNCTIONS

• Provide superior customer service to prospective employees and hiring managers through all onboarding interactions.
• Communicates, collects, and tracks all new hire paperwork including, but not limited to, pre-employment background checks, pre-employment physicals/drug screenings, verifying I-9 documentation; previous employment, education, motor vehicle record and license and certification verifications.
• Reviews prospective employee files to confirm all requirements and compliance are met prior to start dates.
• Serves as liaison between Talent Acquisition, HR, prospective and current employees, and managers.
• Manages and updates new hire orientation guides and materials for prospective employees.
• Collaborates with the Training Department on developing the new hire orientation schedule, managing and communicating changes to all stakeholders as necessary.
• Facilitates NHO including, but not limited to, communicating dates and instructions with all stakeholders, reserving space, preparing materials and presentations, ordering catering, setting up the room, facilitating activities and presentations, and collecting final paperwork.
• Coordinates and supports IndyGo Functional representatives on their respective sections of new hire orientation.
• Manages on-boarding and internal communications and announcements.

OTHER FUNCTIONS

• Maintains knowledge of policies & procedures relating to recruitment and selection, on-boarding and off-boarding.
• Assists and supports human resources department with general administrative duties as needed.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

EDUCATION AND/OR EXPERIENCE

To perform this job successfully, an individual must have the following education and/or experience.

• Associate degree with coursework in Human Resource Management, Labor Relations, Organizational Development, I/O Psychology, Benefits, or a related field required: Bachelor’s degree preferred.
• Previous experience with ATS and other HR Information Systems (HRIS) a plus.
• Previous HR experience is a plus.

KNOWLEDGE, SKILLS, AND ABILITIES

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily.

• Basic knowledge of human resources policies and processes, including but not limited to recruiting and selection, personnel files, compensation and benefits, performance, and development.
• Advanced proficiency using a computer and related technology, including proficiency with Microsoft Office, spreadsheets and databases, HRIS, and the internet.
• Excellent organizational skills, with attention to detail and multitask.
• Ability to use discretion in decision-making and sound judgment in problem-solving.
• Ability to accurately enter and manage sensitive computer data and manual records.
• Ability to prioritize, organize, and manage tasks and time effectively.
• Ability to interact maturely, professionally, and tactfully with internal and external customers, both in person and through phone, e-mail, and written correspondence.
• Basic knowledge of principles and practices of dealing with the public tactfully and effectively.
• Ability to work collaboratively as part of a larger team
• Ability to operate office equipment, including copiers, fax machines, and phones.
• Average mathematical abilities (addition, subtraction, multiplication, division, percentages, ratios, and fractions), including the ability to apply principles of algebra and geometry.
• Ability to be self-motivated and driven.

PHYSICAL DEMANDS

The physical demands described here represent those an individual must meet to perform the essential functions of this job successfully.

• Ability to work independently with minimal supervision.