Onboarding Specialist (Human Resources)

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We offer growth opportunities and a chance to make a difference in our community.

What do we offer?

A competitive salary, five-year vested pension plan, great benefits package that includes health, vision and dental insurance, pet insurance, tuition reimbursement, qualifying childcare assistance, paid time off and more.

Join our diverse workforce and help us in providing excellent service to the residents of Dallas while building a rewarding career.

Job Summary

The Onboarding Specialist serves as the central point of contact for incoming employees and new hire candidates. Directs candidates through pre-employment and works in collaboration with internal and external contacts to ensure timely and efficient new employee onboarding. Additionally, the Onboarding Specialist handles front desk functions for the HR department, ensuring excellent customer service and efficient communication while maintaining confidentiality and compliance with data protection laws.

Job Description
 

Essential Functions

1 Ensures compliance with standard onboarding practices and procedures:  Follows-up with appropriate departments, vendors, and candidates at various stages of the process to ensure required documentation is accurate and timely.

2 Maintains HR electronic files and records:  Assists with human resources support activities; answers questions regarding general employment practices, employee benefits, and other HR policies.

3 Monitors and reviews all returned employment documents:  Conducts final review of employment applications, immigration, background checks, pre-employment health screens, required training, etc., ensuring necessary completion prior to moving to the next step in the hire process.

4 Partners with recruiters:  Maintains and sends/receives required pre-employment documentation to candidates, and communicates all information to the hiring managers and recruiters.

5 Responds to questions and requests:  Maintains constant communication with candidates, recruiters, human resource partners, and hiring managers to ensure timely completion of all required steps of the hiring process.

6 Creates, edits, and maintains employment files:  Prepares and assembles new hire paperwork for orientation and entry into HRIS system.

7 Responsible for the successful and timely onboarding of all employees:  Manages the process from the point of final offer acceptance and offer letter signing until the employee begins work.

8 Performs front desk functions for the HR department:

-  Answers the phone:  Directs calls to the appropriate HR area or individual.

-  Tracks and manages office visitors:  Ensures proper logging and tracking of people who come to the HR office.

-  Tracks calls and follow-ups:  Maintains records of incoming calls and follows up to ensure each issue is addressed and resolved.

-  Provides excellent customer service:  Ensures that all interactions, whether in-person or via phone, reflect positively on the HR department and the organization.

9 Keeps confidentiality and manages records:  Maintains the confidentiality of all personal information accessed, and keeps records and filing systems up to date and organized.

10 Maintains data protection compliance:  Complies with all applicable laws and regulations governing the protection of personal information, including but not limited to the Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA).

11 Performs any and all other work as needed or assigned.

Knowledge, Skills and Abilities

1 Knowledge of employment laws and regulations:  Governing the employment onboarding process.

2 Knowledge of basic principles, laws, and regulations of personnel administration.

3 Knowledge of City personnel rules, Civil Service Rules, and related procedures.

4 Knowledge of word processing and spreadsheet applications.

5 Ability to work with various personnel:  To complete onboarding procedures.

6 Ability to facilitate new candidate and new hire processes and procedures.

7 Ability to interpret and explain hiring procedures and policies.

8 Effective communication skills:  Both verbally and in writing.

9 Establishing and maintaining effective working relationships.

10 Understanding of confidentiality and data protection:  Ability to maintain the confidentiality of sensitive information and comply with data protection laws.

MINIMUM QUALIFICATIONS:

EDUCATION