Onboarding Specialist

## Description

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 completion of required employment documentation.
• Ensure personnel records remain complete, accurate, and audit-ready.
• Assist with regulatory audits involving employee files and onboarding documentation.

**Employee Engagement**

• Support the planning and coordination of employee engagement initiatives.
• Assist with employee recognition programs.
• Support employee appreciation events and organizational celebrations.
• Assist with wellness initiatives, engagement campaigns, and People & Culture events.

## Qualifications
**Education, Certifications & Experience Requirements**

• Bachelor’s degree in Human Resources, Business Administration, Communications, or related field preferred; equivalent experience considered.
• 3+ years of experience working with an human resources team or similar environment..
• Experience with applicant tracking/processing systems (ATS) and HRIS systems required.
• Familiarity with IDD services or healthcare settings is a plus.

### **Supervisory Responsibilities**

None

**Work Environment & Physical Demands**

• Primarily office-based; occasional travel to program sites or events required.
• Frequently required to sit, with occasional standing, walking, and lifting up to 25 lbs (event materials).
• Must be able to communicate clearly, both verbally and in writing.

• **Travel Required**
• This position requires occasional travel to other InCommunity locations.