HR Specialist – Onboarding Division
Department: Human Resources / Onboarding
Reports To: HR Manager / Director of Operations
Employment Type: Full-Time
Location: Harrisburg, PA
Position Summary
The HR Specialist – Onboarding Division is responsible for managing and coordinating the employee onboarding process from the initial hiring stage through successful completion of onboarding requirements. This position ensures that all new hires, particularly caregivers, are properly screened, documented, trained, and cleared to begin work in accordance with agency policies and applicable regulatory requirements.
The HR Specialist works closely with Recruiting, Compliance, Scheduling, Payroll, Operations, and management to ensure that new employees are onboarded accurately, efficiently, and within required timeframes.
Essential Duties and ResponsibilitiesNew Hire Onboarding
- Manage the onboarding process for all newly hired employees and caregivers.
- Review new hire files for completeness and accuracy.
- Collect and verify required employment documentation.
- Ensure completion of employment applications, tax forms, direct deposit information, policies, acknowledgments, and other required documents.
- Coordinate background checks, clearances, screenings, and employment verifications as applicable.
- Monitor outstanding onboarding requirements and follow up with candidates until all requirements are completed.
- Ensure employees do not begin work until all required onboarding requirements have been satisfied.
Caregiver Compliance
- Review caregiver files to ensure required documentation is complete and current.
- Ensure caregiver onboarding follows applicable agency, state, waiver, MCO, and Department of Health requirements.
- Track required certifications, training, clearances, and other credentials.
- Identify missing, expired, or incomplete documentation and communicate deficiencies promptly.
- Coordinate with the Compliance Department regarding issues that may prevent a caregiver from being cleared for employment.
- Maintain accurate records of caregiver eligibility and onboarding status.
Onboarding Communication
- Serve as a primary point of contact for new hires throughout the onboarding process.
- Explain onboarding requirements, agency policies, expectations, and next steps to new employees.
- Conduct onboarding calls and follow-up communications.
- Respond promptly to questions regarding paperwork, clearances, training, scheduling, and start dates.
- Maintain professional and positive communication with prospective and newly hired employees.
Orientation & Training Coordination
- Coordinate new employee orientations.
- Ensure required onboarding training is completed and documented.
- Provide new hires with agency policies, procedures, employee handbooks, and required forms.
- Coordinate additional training with appropriate departments.
- Track completion of required training and follow up on outstanding requirements.
File Management & Documentation
- Maintain organized and confidential employee onboarding files.
- Ensure documentation is properly uploaded into the agency's electronic systems.
- Conduct quality checks of new hire files before final approval.
- Correct discrepancies and missing information promptly.
- Maintain accurate onboarding tracking logs and reports.
- Protect confidential employee and agency information.
Interdepartmental Coordination
- Work closely with Recruiting to receive new hire information and hiring documentation.
- Coordinate with Compliance regarding clearances and regulatory requirements.
- Communicate with Scheduling regarding caregiver readiness and availability to begin assignments.
- Coordinate with Payroll to ensure newly hired employees are properly entered into payroll systems.
- Work with Operations and management to resolve onboarding issues.
- Escalate significant compliance or documentation concerns to HR leadership.
Onboarding Quality Assurance
- Perform audits of newly completed employee files.
- Identify recurring onboarding errors and recommend improvements.
- Monitor onboarding completion times and identify delays.
- Ensure onboarding procedures are followed consistently.
- Assist with updating onboarding procedures, checklists, forms, and training materials.
- Participate in internal audits and compliance reviews as requested.
Lead/Advanced Responsibilities
When assigned, the HR Specialist may also:
- Assist in training new onboarding staff.
- Review onboarding work completed by other team members.
- Assist with developing onboarding workflows and procedures.
- Monitor team onboarding productivity and completion rates.
- Assist management with resolving complex onboarding issues.
- Serve as a resource for staff regarding onboarding policies and procedures.
QualificationsRequired
- High school diploma or equivalent.
- Minimum of 2 years of experience in Human Resources, onboarding, healthcare administration, home care, staffing, or a related field.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Strong attention to detail.
- Ability to manage confidential information.
- Ability to work independently and meet deadlines.
- Proficiency with Microsoft Office and electronic documentation systems.
Preferred
- Associate's or Bachelor's degree in Human Resources, Business Administration, Healthcare Administration, or a related field.
- Previous experience onboarding caregivers or healthcare employees.
- Experience with home health care, home care, Medicaid waiver programs, MCO requirements, or Department of Health requirements.
- Experience with HRIS or electronic employee record systems.
- Knowledge of employee background checks, clearances, credentialing, and healthcare compliance.
Key Performance Indicators (KPIs)
Performance may be evaluated based on:
- New hire onboarding completion rate.
- Timeliness of onboarding.
- Accuracy and completeness of employee files.
- Percentage of files completed without deficiencies.
- Timely completion of required clearances and screenings.
- Training completion rates.
- New hire communication and responsiveness.
- Reduction in onboarding errors.
- Compliance with agency onboarding procedures.
- Successful coordination between HR, Compliance, Scheduling, Payroll, and Operations.
Core Competencies
- Attention to detail
- Organization
- Communication
- Confidentiality
- Accountability
- Problem solving
- Time management
- Customer service
- Compliance awareness
- Teamwork
- Professionalism
- Ability to multitask
Pay: $20.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
