Background Check Specialist (5858)

Lutheran Services Florida (LSF) envisions a world where children are safe, families are strong, and communities are vibrant.

LSF is seeking a talented Background Check Specialist who wants to make an impact in the lives of others.

Purpose and Impact:

The Background Check Specialist is responsible for managing and conducting the background check investigation and staff vetting process in accordance with organizational policies and requirements from the Office of Refugee Resettlement (ORR). This includes oversight of Protection from Sexual Exploitation and Abuse (PSEA) clearance requests, suitability determinations, and all required background screenings. This role ensures that all staff and volunteers are fully cleared prior to engaging in duties.

Essential Functions:

• Manage and conduct the background check and staff vetting process for all employees and volunteers in accordance with organizational policies and ORR requirements.
• Initiate, submit, and track all required background screening requests, including criminal history checks, child abuse and neglect registry checks, fingerprinting, and other mandated screenings.
• Prepare, submit, and track PSEA clearance requests to ORR, ensuring all required documentation is complete, accurate, and submitted within required timelines.
• Compile and maintain complete vetting files and conduct suitability assessments based on screening results in accordance with ORR and organizational standards.
• Ensure and verify that all required background checks, PSEA clearances, and suitability determinations are completed and approved prior to staff or volunteers having contact with youth or beginning duties.
• Conduct quality assurance reviews of all background screening documentation to ensure completeness, accuracy, and compliance prior to final clearance.
• Monitor and manage the status of all pending background checks and clearances; follow up directly with ORR and external agencies to ensure timely completion.
• Maintain accurate, complete, and audit-ready records of all background screening documentation, PSEA submissions, and suitability determinations in accordance with confidentiality and record retention requirements.
• Track and manage re-screening and re-clearance requirements, ensuring ongoing compliance with ORR and organizational standards.
• Identify, investigate, and resolve discrepancies or incomplete documentation and ensure timely corrective action.
• Prepare and submit reports related to background check status, compliance, and clearance timelines for internal leadership, audits, and monitoring.
• Serve as the primary point of contact for background screening and clearance processes, communicating requirements and status updates to program leadership and staff.
• Support and respond to internal and external monitoring, audits, and compliance reviews, providing documentation and explanation of vetting processes as required.
• Maintain strict confidentiality of sensitive personnel and background information in accordance with organizational policies and applicable privacy standards.
• Continuously evaluate and improve background screening processes to enhance efficiency, accuracy, and compliance with ORR requirements.
• Ensure adherence to all ORR staff vetting requirements, including PSEA clearance, suitability determinations, and pre-service clearance protocols.

Other Functions:

• Adapt to changing priorities, regulatory updates, and operational needs, and perform additional duties as assigned.
• Develop and maintain effective working relationships with internal staff, program leadership, and external agencies.
• Provide general guidance to staff regarding background check procedures and documentation expectations, as needed.
• Maintain a high level of organization and attention to detail while managing multiple tasks and deadlines.
• Support process improvement efforts to enhance efficiency and workflow.
• Communicate effectively with stakeholders regarding general process updates and expectations.
• Maintain professionalism and accountability in handling sensitive and time-sensitive information.
• Participate in meetings, trainings, and organizational initiatives as required.

Physical Requirements and Environmental Conditions:

• Ability to remain in a stationary position (sitting or standing) for extended periods while performing computer-based work.
• Frequent use of a computer, including typing, viewing screens, and operating standard office equipment (e.g., keyboard, mouse, telephone, copier/scanner).
• Ability to communicate clearly and effectively, both verbally and in writing, with intern