The Village is accredited by the International Commission on Accreditation of Rehabilitation Facilities (CARF) for its Adoptions, Foster Care, Mental Health, Wraparound, and Drop-In Center services. We deliver evidenced-based behavioral health services to children, youth and adults, and has long been at the forefront of culturally sensitive foster care and adoption services.
We are looking for an Administrative Background Check Specialist to join our team!
The Administrative Background Check Specialist is responsible for coordinating and monitoring all background screening and medical clearance requirements for employees, volunteers, interns, contractors, and resource parents supporting TVFS's UC-LTFC Program. The position ensures compliance with ORR Cooperative Agreement requirements, applicable to federal and state regulations, licensing standards, and agency policies. Key responsibilities include managing criminal history and registry checks, medical clearances, tracking screening status and renewals, maintaining confidential records, supporting audits and regulatory reviews, and partnering with HR, Compliance, and Program leadership to ensure all required clearances are completed before individuals have contact with youth. The role helps safeguard children in care by maintaining a compliant, audit-ready workforce and promoting adherence to all screening and safeguarding requirements.
REQUIREMENTS & QUALIFICATIONS:
- High School diploma, GED, or equivalent required; associate or bachelor's degree in human resources, Criminal Justice, Social Services, Public Administration, or a related field preferred.
- Minimum of two (2) years of experience in human resources administration, compliance coordination, background screening, data analysis, case management, or administrative support within a nonprofit, child welfare, healthcare, educational, or government environment.
- Bilingual proficiency in English and Spanish required, including the ability to communicate effectively both verbally and in writing with applicants, employees, resource parents, and external agencies.
- Proficiency with Microsoft Office Suite and experience utilizing web-based HR, case management, licensing, compliance tracking, or database systems.
- Strong organizational, analytical, and problem-solving skills with exceptional attention to detail and the ability to manage multiple priorities while maintaining accuracy and confidentiality.
- Excellent interpersonal, written, and verbal communication skills, with the ability to collaborate effectively across Human Resources, Compliance, Licensing, and Program Operations.
- Working knowledge of federal and state employment laws, background screening requirements, privacy regulations, and safeguarding standards, including ORR requirements, the Fair Credit Reporting Act (FCRA), HIPAA, and applicable state licensing regulations.
- Demonstrated ability to handle sensitive and confidential information with professionalism, discretion, and integrity.
- Commitment to the mission, values, and safeguarding principles of The Village Family Services and dedication to promoting the safety and well-being of children and vulnerable populations.
- Ability to successfully obtain, maintain, and comply with all required security clearances, criminal background checks, fingerprint clearances, and access requirements associated with federal and state screening systems, including eligibility to pass a comprehensive FBI fingerprint-based background check and any additional ORR-required clearances.
VACCINATIONS REQUIRED: Be able to show proof of immunization or immunity to vaccine-preventable diseases transmitted by the respiratory route, including:
- Varicella: two doses of varicella vaccine (at least four weeks apart) OR born in the United States before 1980 with a reported history of chickenpox (verified by an adult present at the time of illness) OR titers indicating varicella immunity OR documentation from a healthcare provider verifying previous infection.
- MMR: two doses of MMR vaccine (at least four weeks apart) OR titers indicating immunity to all three diseases.
- Tdap: one Tdap dose.
- Influenza: one dose annually during flu season
DUTIES & RESPONSIBILITIES:
All of the responsibilities listed below are considered essential functions of this position. Additionally, this position is expected to ensure that the core operating values and the strategic direction of the agency are adhered to.
- Administer and coordinate all required pre-employment, recurring, and post-hire screening requirements in accordance with the Office of Refugee Resettlement (ORR) Cooperative Agreement, applicable federal and state laws, licensing regulations, and TVFS policies. Screenings include, but are not limited to, FBI fingerprint-based criminal history checks, child abuse and neglect registry clearances, sex offender registry checks, state and federal criminal background reviews, tuberculosis (TB) testing, immunization verification, and other required medical clearances.
- Maintain current knowledge of ORR requirements, state licensing standards, labor and employment laws, and organizational policies governing background screening, employee eligibility, and medical clearance requirements.
- Track, monitor, and document the status, completion, renewal, and expiration of all required background checks and medical clearances through secure HR information systems and compliance tracking tools.
- Review screening and medical clearance results to ensure compliance with applicable regulations and organizational standards. Promptly escalate any potentially disqualifying findings, adverse information, or compliance concerns to the Compliance Manager, Human Resources leadership, or other designated authorities for review and determination.
- Partner with Recruitment, Compliance, and Program leadership to ensure all required clearances and medical requirements are completed, approved, and documented prior to employee, volunteer, intern, or contractor onboarding, unsupervised access to facilities, or any contact with minors or vulnerable populations. Monitor and coordinate recurring screening requirements, including re-screening intervals required by ORR, state regulations, or organizational policy.
- Prepare for and respond to audits, monitoring visits, licensing reviews, and documentation requests from ORR, state licensing agencies, accrediting bodies, and other regulatory entities by maintaining complete, accurate, and audit-ready records.
- Ensure the confidentiality, integrity, and secure handling of sensitive employee and applicant information in compliance with applicable privacy and employment laws, including the Fair
- Credit Reporting Act (FCRA), Health Insurance Portability and Accountability Act (HIPAA), state privacy laws, and organizational data security requirements.
- Provide routine compliance reports and workforce clearance status updates to program and executive leadership regarding pending screenings, expiring clearances, outstanding medical requirements, and overall compliance metrics.
- Assist in the development, implementation, and continuous improvement of policies, procedures, workflows, and internal controls related to background screening, medical clearances, employee eligibility, and safeguarding requirements.
- Participate in ongoing compliance, safeguarding, confidentiality, and workforce training programs related to child welfare services, vulnerable populations, employment law, and regulatory compliance.
- Perform other duties and special projects as assigned in support of organizational compliance, workforce readiness, and program operations.
Physical Activity
- Requires frequent use of computer and standard office equipment, including extensive typing, data entry, and document review. Duties regularly involve reaching, standing, sitting, speaking, hearing, and performing repetitive hand and wrist movements.
- Ability to communicate effectively in person, by telephone, and through electronic communication platforms.
- This position is classified as sedentary work, requiring the ability to exert up to 10 pounds of force occasionally and negligible force frequently to lift, carry, push, pull, or move office materials and equipment.
- Requires close visual acuity to perform activities such as reviewing and analyzing data, verifying background screening records, preparing reports, reading detailed documents, and working extensively with computer systems and electronic databases.
- Work is primarily performed in a professional office environment and is not typically exposed to adverse environmental conditions.
- Reasonable accommodations may be provided to qualified individuals with disabilities to enable them to perform the essential functions of the position in accordance with applicable federal and state laws
The Village Family Services provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Job Type: Full-time
Pay: $43,000.00 - $53,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Referral program
- Retirement plan
- Tuition reimbursement
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- human resources administration: 2 years (Preferred)
- case management: 2 years (Preferred)
- administrative support within a nonprofit: 2 years (Preferred)
Language:
Work Location: In person
