Onboarding Specialist

InCommunity is committed to supporting individuals with intellectual and developmental disabilities to live safe, healthy and joyful lives in their communities. We offer a culture of integrity, service, and respect for the dignity of every individual. All employees, including the **Onboarding Specialist,** are expected to model and promote the organization’s mission and values in every aspect of their work. **Essential Job Duties and Responsibilities:** **Onboarding Administration & Compliance** - Coordinate all remaining pre-employment requirements that have not been completed prior to hire. - Verify completion of professional reference checks in accordance with organizational and regulatory standards. - Verify educational credentials, licenses, certifications, and other required employment documentation. - Review and verify employment eligibility documentation and I-9 forms prior to processing within Paycom. - Ensure all required onboarding documentation is completed accurately and within established timeframes. - Maintain complete and audit-ready employee personnel files in accordance with organizational standards. - Ensure all onboarding documentation complies with federal, state, Medicaid, licensing, accreditation, and company requirements. - Verify the appropriate background screening has been completed based on departmental and regulatory requirements (DBHDD, DCH, GVRA, criminal background, MVR, drug screening, and other applicable screenings). - Partner with background screening vendors to resolve discrepancies, obtain missing information, and expedite outstanding background investigations. - Maintain communication with candidates regarding outstanding onboarding requirements. **New Employee Orientation** - Coordinate and facilitate New Employee Orientation for all newly hired employees. - Prepare orientation materials and onboarding packets. - Coordinate all logistics associated with orientation. - Ensure all new hires receive required policies, compliance documentation, and onboarding resources. - Partner with Payroll, Information Technology, Facilities, and department leaders to ensure employees are prepared for their first day. - Coordinate hotel accommodations, travel arrangements, and related logistics for employees requiring overnight accommodations during orientation or training. - Coordinate Microsoft Teams access, technology requests, and other onboarding resources necessary for employee success. **Departmental Coordination** - Partner closely with Talent Acquisition & Employee Engagement Partners to ensure seamless transition from recruitment to onboarding. - Maintain ongoing communication with hiring managers regarding onboarding progress and outstanding requirements. - Notify the Compliance Department to ensure required regulatory training is assigned. - Communicate with Payroll to ensure timely and accurate processing of new hire information. - Serve as liaison with external background screening agencies and educational verification providers. **Reporting & Process Management** - Monitor onboarding workflows to ensure candidates progress efficiently through the onboarding process. - Produce routine reports supporting recruitment and onboarding operations, including: - Candidate onboarding status - Outstanding onboarding requirements - Time from offer acceptance to start date - Days-to-fill positions - Candidate withdrawal and rejection reports - Background screening completion - Orientation attendance - New hire completion metrics - Identify onboarding delays and recommend process improvements. - Develop and maintain onboarding procedures, standard operating procedures, checklists, and workflow documentation. - Maintain department dashboards and onboarding metrics. **Audit & Regulatory Support** - Support organizational audits by preparing employee files and required documentation. - Conduct routine internal audits of personnel files to ensure compliance with organizational standards. - Monitor completio…