Administrative Specialist - Recruiting (Human Resources)
Talbert House
Position Summary
The Recruiting Administrative Specialist plays an important role in creating a positive and welcoming experience for every new employee joining the organization. This position oversees the administrative and onboarding process to ensure new hires transition smoothly into their roles. By coordinating onboarding activities, maintaining accurate documentation, and supporting new employees throughout the process, this role helps set the stage for employee success from day one. The Onboarding Coordinator works closely with the recruiting team, hiring managers, and new hires to ensure the process is efficient, supportive, and well-organized.
Position Description
- Initiate and maintain new hire personnel files following candidate offer acceptance to ensure a smooth and organized onboarding process.
- Schedule and conduct HR onboarding appointments, guiding new hires through required paperwork and documentation.
- Maintain open and supportive communication with new hires, hiring managers, and the recruiting team to keep everyone informed of onboarding progress.
- Monitor the third-party background check and drug screening system to ensure timely completion and assist with any questions or issues that arise.
- Complete onboarding tasks such as network account setup, web-based checks, I-9 verification, and other required employment documentation.
- Ensure new employees are accurately entered into the HRIS system and successfully transitioned to active employee status.
- Confirm start dates with new hires and communicate approved start dates to the appropriate teams.
- Review new hire personnel files for completeness and accuracy before forwarding them for final processing.
- Help new employees feel prepared and confident for orientation by providing helpful information about attire, expectations, and logistics.
- Photograph new hires and create employee identification badges with the appropriate access levels.
- Coordinate fingerprinting appointments for new hires and current employees as needed for licensing or credential updates.
- Provide general support to the HR Recruiting Teams and assist with additional duties as needed.
Required Knowledge, Skills, and Abilities
- Comfort using technology and systems to manage information and support communication.
- Strong organizational and time-management skills with the ability to manage multiple tasks effectively.
- Clear and professional written and verbal communication skills with a friendly and approachable style.
- Ability to problem-solve, adapt, and stay organized in a busy environment.
- Basic knowledge of Human Resources practices and procedures.
- Strong customer service mindset and commitment to supporting employees and internal teams.
- Ability to work collaboratively with colleagues across departments.
- Knowledge of service areas such as behavioral health, corrections, or housing services is helpful.
- Ability to handle confidential and sensitive information with professionalism and discretion.
- Ability to communicate professionally with external partners and organizational leadership.
Job Requirements
- High School Diploma or GED required.
- At least one (1) year of experience in administrative support or a Human Resources-related role.
- Experience with ADP Workforce Now preferred.
- Strong computer skills and willingness to learn new systems and software.
- Valid driver’s license and current automobile insurance.
Essential Functions/Physical Demands
- Positional: Driving in accordance with job duties assigned. Infrequent standing and walking. Frequent to constant sit.
- Gross Mobility: Rare climbing, or crawling. Infrequent balancing, stooping, kneeling, or crouching. Frequent to constant reaching and handling.
- Sensory: Rare tasting/smelling. Infrequent use of color vision. Occasional use of visual acuity, depth perception, and field of vision. Frequent use of near and midrange visual acuity, and visual accommodation. Frequent to constant talking.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or on the basis of disability.
