Catholic Community Services of Southern Arizona, Inc. (CCS) is thriving! For 90 years, CCS has focused its mission to strengthen families, support communities, provide compassionate services, and deliver excellence. Providing Help. Creating Hope. Serving All.

We credit our continued success to our valuable employees! If you want to make a difference, help people, and serve your community, we want YOU to join our team! For more information visit our website at: www.ccs-soaz.org.

The CCS Human Resources team is hiring! Come be a part of a dynamic, engaging, and insightful team! We offer professional growth, opportunities for advancement, and daily reminders of how we serve the community.

OVERVIEW

The Onboarding Specialist performs a variety of technical and complex administrative duties in support of the Human Resources Department. Primarily responsibility to ensure timely and accurate pre-hire and onboarding functions that meet Company and regulatory requirements, along with accurate and timely data entry and ongoing maintenance of all employee information in HRIS and related systems. Provides administrative support to all members of the HR team, including forms creation, correspondence, event planning, audit preparation, and support with all HR systems. May perform other duties as assigned.

ESSENTIAL FUNCTIONS

• Actively supports the Mission, Vision, Values, and cultural goals of the organization.
• Coordinates all components of onboarding of new hires from offer stage to start date in accordance with program and agency requirements.
• Ensures accurate, timely completion of onboarding paperwork, regulatory and pre-hire requirements. Gathers and validates required documentation, certifications, licenses, registry and background checks by role and program.
• Gathers and validates required personnel file documentation, forms of identification, certifications, licenses, cleared background checks, and any other documents required to hire by role, program and/or agency requirements.
• Ensures accuracy of new hire files in accordance with agency, program, and company requirements.
• Assists new hires with obtaining fingerprint clearance cards and FBI Clearance.
• Manages and updates the New Employee Orientation Roster and process for weekly start dates accurately.
• Shares conducting remote (Zoom/Teams) new employee orientation with recruiter on a monthly, rotating basis.
• Provides regular and frequent onboarding status updates to selectees and management.
• Determines and confirms new hire start dates/clears them to start work in accordance with program and agency requirements.
• Meets departmental and payroll entry deadlines; delivers superior accuracy in data entry.
• Demonstrates a warm and welcoming approach with new hires, and sense of urgency toward start dates; is timely and responsive with communications toward candidates and management.
• Participates in problem solving and troubleshooting issues with new hire documentation, new hire compliances and/or issues with Human Resources Information System (HRIS).
• Maintains confidentiality and HIPAA requirements.
• Reviews and accurately enters data in a timely manner into the HRIS all HR-related data systems, including demographics, new hire information, changes, and terminations for all employees.
• Ensures timely and accurate filing of onboarding documents and maintains accurate new hire personnel files; performs new hire personnel file audits within deadline.
• Demonstrates strong ability to work toward deadlines, multi-task and maintain flexibility with multiple shifts in priorities
• Provides back-up support to all members of HR Department as needed.
• Assists team members with event and meeting coordination and logistics, including conferences, job fairs, meeting invites, room reservations and set up, material prep, training sessions and orientations, Teams or Zoom meetings as needed.
• Develops forms (PDF fillable); merge documents; spreadsheets, etc.
• Assists as needed to order supplies, assists with mailings (including Certified Mail, Priority Mail, FedEx); filing, copying, etc.
• Backs up HR Analyst and HR Assistants in pulling required information for all monitors/surveyors for audits as requested.
• Backs up HR Recruiter and Generalist as requested.
• Performs other duties as assigned by the Human Resources Director.

KEY POSITIONAL DUTIES

• Communicate with applicants and newly-hired employees to complete onboarding paperwork and background checks.
• Accurately complete data entry on a timely basis.
• Review and audit personnel files for accuracy and completeness; follow-up on missing, incomplete, or erroneous items.
• Develop and maintain organization and filing system.
• Present new employee orientation (shared with Recruiter); attend career fairs, hiring events, and similar HR-attended events with Recruiter.
• Collaborate with HR team to identify new processes or procedures.

MINIMUM QUALIFICATIONS

Suitable work experience may be considered as transferable skills to meet minimum requirements of the position and will be considered by the Corporate Director of Human Resources.

• Associate Degree in Human Resources, Business, Finance, Information Technology, or related.
• 3 years' experience in a related administrative support capacity, including knowledge of HRIS or Payroll systems and position requiring strong attention to detail.
• Proficient in utilizing Microsoft Office Suite in a network environment, including advanced skills in Word, Excel, and PowerPoint; proficiency in Adobe Acrobat; experienced in maintaining calendars, reminders, tracking, scheduling, and meeting deadlines.
• Proficient in English spelling, grammar, punctuation, and proofreading Excellent, professional communications (verbal and written) including tone, spelling, grammar, punctuation, and proofreading.
• Strong critical thinking skills: ability to problem solve, troubleshoot, and use sound judgment.
• Excellent attention to detail and accuracy.
• Outstanding customer service and follow-up.
• Ability to obtain and maintain State of Arizona Level One Fingerprint Clearance Card.
• Ability to pass a pre-employment, rapid 5-Panel drug screen, including marijuana (regardless of recreational use laws).
• Ability to work independently, with minimal supervision, and as part of a team.
• Ability to interact with others positively and professionally at all levels.
• Ability to handle highly sensitive and confidential information with discretion.

DESIRED QUALIFICATIONS

• Additional years of directly related experience.
• Experience with iSolved HRIS.
• Payroll experience.
• Knowledge of employee health and welfare benefits administration.
• 3+ years progressive office management or administration experience.
• Knowledge of FMLA.
• Knowledge of Workers' Compensation.
• Previous experience working in a regulated environment, charitable, behavioral health, or non-profit organization.
• Bilingual, English / Spanish, verbal and written.

The above statement reflects the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered a detailed description of all work requirements that may be inherent in the job.

We are an Affirmative Action Equal Opportunity Employer for all individuals. All qualified applicants are encouraged to apply.

Keywords: Human Resources Coordinator, HR Coordinator, Onboarding Specialist, Onboarding Coordinator