Job Summary

Under the direct supervision of the Director of Human Resources, the Recruitment & Onboarding Specialist is responsible for coordinating and supporting Pivot, Inc.'s recruitment, interviewing, hiring, and onboarding processes. The position serves as a primary point of contact for applicants, candidates, new employees, hiring managers, and other individuals involved in the recruitment and onboarding process.

The Recruitment & Onboarding Specialist manages day-to-day recruitment activities, including job postings, applicant screening, candidate communications, interview coordination, pre-employment requirements, new-hire documentation, orientation, and onboarding activities. This position works closely with the Director of Human Resources, agency Directors, supervisors, and hiring managers to help ensure positions are filled with qualified candidates in an efficient, consistent, professional, and timely manner.

In addition to recruitment and onboarding, this position provides support in employee records, HRIS maintenance, employment verifications, HR documentation, compliance, reporting, audits, employee communications, and other daily Human Resources Department responsibilities.

The Recruitment & Onboarding Specialist is expected to assist the Director of Human Resources with routine and operational HR functions, allowing the Director to devote greater attention to complex employee relations, compliance, policy development, workforce planning, leadership support, and other strategic human resources initiatives. The Recruitment & Onboarding Specialist must exemplify the spirit of Pivot, modeling the core values of connection first, relentless compassion, and commitment to never settle.

Responsibilities

Competencies

Proactively seeks and finds ways to provide the highest standards of service to employees, supervisors, and organizational partners.
Possesses or develops the knowledge, skills, and abilities necessary to effectively administer employee benefits and related HR functions.
Demonstrates the ability to identify recruitment and onboarding challenges, gather appropriate information, and assist with developing effective solutions.
Effectively manages job postings, applicant pipelines, interview schedules, pre-employment requirements, new-hire activities, deadlines, and multiple open positions.
Creates and sustains positive working relationships with candidates, employees, leadership, community partners, and other stakeholders.
Demonstrates open, honest, respectful, and professional written and verbal communication.
Works collaboratively with hiring managers and Human Resources to support effective staffing and successful integration of new employees.
Maintains effectiveness in a work environment where staffing needs, schedules, vacancies, and priorities may change.
Maintains organizational integrity, confidentiality, consistency, and professionalism throughout recruitment and employment processes.
Productively focuses time and resources on activities that support timely recruitment, hiring, and onboarding.
Proactively identifies recruitment needs, follows up with candidates and hiring managers, and moves hiring processes forward.

Essential Duties, Responsibilities and Expectations

Recruitment

Coordinates recruitment efforts for exempt and nonexempt personnel, students, temporary employees, and other positions as assigned.
Works with the Director of Human Resources and agency leadership to identify current and anticipated staffing needs.
Prepares, posts, and maintains approved job openings through appropriate recruitment sources.
Reviews applications and resumes to identify candidates who meet established position qualifications.
Conducts initial candidate screenings as assigned and communicates professionally and timely with applicants throughout the recruitment process.
Coordinates candidate referrals to appropriate Directors, supervisors, and hiring managers.
Schedules and coordinates interviews between candidates and agency representatives.
Participates in interviews as appropriate and assists hiring managers with consistent interviewing and candidate evaluation processes.
Maintains accurate documentation regarding applicants, interviews, candidate status, and hiring decisions.
Conducts and/or coordinates professional references and other approved pre-employment inquiries.
Coordinates required pre-employment processes, including background investigations, drug screenings, and other requirements applicable to the position.
Maintains communication with selected candidates regarding pre-employment requirements and anticipated start dates.
Prepares and coordinates approved employment offers and related correspondence under the direction of the Director of Human Resources.
Maintains appropriate communication with candidates who are not selected.
Develops and maintains relationships with colleges, universities, workforce organizations, community partners, and other potential recruitment sources; participates in recruitment events as appropriate.
Monitors recruiting activity and assists the Director of Human Resources with identifying difficult-to-fill positions, recruitment trends, staffing needs, and improvements to recruitment processes.

Interview Coordination and Selection Support

Serves as the primary Human Resources contact for coordinating candidate interviews.
Coordinates interview schedules with candidates, Directors, supervisors, and other interview participants.
Prepares interview materials and candidate information for hiring managers as appropriate.
Participates in interviews and candidate screening activities as assigned by the Director of Human Resources.
Assists with developing consistent interview questions and candidate evaluation tools.
Ensures interview and selection documentation is completed and maintained appropriately.
Provides hiring managers with administrative and procedural support throughout the selection process.

Onboarding and New Employee Orientation

Coordinates the onboarding process for newly hired employees from acceptance of employment through completion of initial onboarding requirements.
Serves as a primary point of contact for new employees prior to and during the onboarding process.
Communicates start dates, reporting information, orientation requirements, required documentation, and other onboarding information to new employees.
Prepares and distributes new-hire paperwork and onboarding materials and ensures required documentation is completed accurately and timely.
Coordinates and conducts portions of new-employee orientation as assigned.
Coordinates orientation schedules with Human Resources, agency leadership, program staff, and other appropriate departments.
Ensures new employees receive required policies, procedures, employment information, organizational materials, and initial training requirements.
Enters and/or coordinates entry of new employee information into the agency's Human Resources Information System (HRIS).

• Creates and maintains appropriate new employee personnel documentation and records.

Maintains accurate applicant, candidate, and new-hire information within the agency's HRIS and other approved systems.
Enters and maintains new employee information as assigned.
Maintains recruitment, interview, hiring, and onboarding documentation in an accurate, organized, and confidential manner.
Maintains personnel files and databases according to agency procedures.
Generates routine recruitment, hiring, onboarding, vacancy, and other HR reports as requested.
Tracks open positions, applicant activity, interviews, offers, hires, and onboarding completion.
Assists with employment verifications, internal and external audits, and other HR records as needed.

General Human Resources Support

Provides daily administrative and operational support to the Director of Human Resources.
Assists employees with routine Human Resources questions and directs complex employee relations, disciplinary, legal, policy, or compliance matters to the Director of Human Resources.
Provides backup assistance to the HR Benefits Administrator during periods of increased workload or staff absence.
Assists with payroll-related administrative functions as assigned and trained.
Prepares HR correspondence, reports, forms, spreadsheets, communications, and other documentation.
Assists with agency audits and compliance reviews.
Assists in implementing HR policies, procedures, and departmental processes.
Helps ensure Human Resources policies and practices are applied consistently throughout the organization.
Participates in HR-related meetings, training, and agency activities as requested.
Maintains professional relationships with employees, leadership, candidates, applicants, and external partners.
Assists in providing services in other programs as needed.
Performs other duties as assigned.

Supervisory Responsibilities: None. This position does not directly supervise employees unless otherwise assigned by the Director of Human Resources or agency leadership.

Necessary Skills and Abilities

Demonstrate a commitment to the vision and mission of the agency.
Demonstrate compliance with confidentiality and privacy standards as required by the agency and applicable law.
Demonstrate strong self-initiative and self-motivation.
Demonstrate effective time management, organizational, and prioritization skills.
Demonstrate exceptional attention to detail and accuracy.
Demonstrate excellent verbal and written communication skills.
Demonstrate excellent customer service and relationship-building skills.
Possess strong interviewing, listening, and observational skills.
Ability to communicate professionally with applicants, candidates, employees, supervisors, and leadership.
Ability to organize and coordinate multiple interviews, vacancies, candidates, deadlines, and onboarding activities simultaneously.
Ability to evaluate applicant information against established job qualifications.
Ability to maintain accurate records and statistical data.
Ability to handle confidential applicant and employee information with discretion.
Ability to work independently while recognizing when matters should be escalated to the Director of Human Resources.
Ability to function effectively in a high-paced and at times stressful environment.
Ability to work collaboratively as part of the Human Resources and Administration teams.
Ability to maintain a professional and positive candidate and employee experience.

Applicant Must

Be 21 years of age, pass a national fingerprint criminal background investigation, and not be listed in any registry of sexual offenders.
Pass a drug screening.
Adhere to ALL Pivot and program policies and procedures.
Demonstrate compliance with confidentiality/privacy standards required by agency and law.
Demonstrate professional conduct and appearance.
Be compassionate, respectful, and tolerant of a wide variety of identities and personalities.

Education: Bachelor's degree in Human Resources Management, Business Administration, Organizational Management, Communications, or a related field preferred. A combination of relevant education and progressively responsible human resources, recruitment, staffing, onboarding, or administrative experience may be considered.

Experience

Two (2) to three (3) years of Human Resources, recruitment, talent acquisition, staffing, onboarding, or related administrative experience preferred.
Experience recruiting, screening, and communicating with job applicants preferred.
Experience coordinating and/or conducting employment interviews preferred.
Experience with new-employee onboarding and orientation preferred.
Experience working with HRIS, applicant tracking, payroll, or related HR systems preferred. Paycom experience is a plus.
Experience maintaining confidential applicant and employee information required.
Experience working in a fast-paced environment with multiple open positions and competing priorities preferred.

Certificates, Licenses and/or Registrations: Possess a valid Driver's License and current vehicle insurance verification. Professional certification in Human Resources or talent acquisition is preferred but not required.

Training: Within 90 Days: Attend New Employee Orientation, Become CPR/First Aid Certified, and complete Managing Aggressive Behaviors (MAB) Certification. Complete understanding of all agency programs and services, and any training needed as deemed appropriate by supervisor(s).

Continued

Adhere to the agency's confidentiality including HIPAA, Privacy, Corporate Compliance, Code of Ethics, and Conflict of Interest policies and procedures.
Ensures security of staff files and safe use of organization property, vehicle and materials.
Must be reliable and dependable.
Compassionate, respectful and tolerant of a wide variety of personalities and people including clients, their parents, applicants, employees, and co-workers.
Ability to confer and consult with other professionals.
Strong interviewing and observing skills; effective written and verbal communication skills.
Highly resourceful team player, with ability to also be extremely effective independently.

Other

Demonstrate strong self-initiative and self-motivation.
Proficient with MS Office software, including Word, Excel, PowerPoint and Outlook.
Demonstrate ability to learn and effectively utilize HRIS, applicant tracking, payroll, and other HR systems.
Ability to work under pressure at times to handle a wide variety of time sensitive tasks.
Ability to handle confidential matters with discretion.

Essential Functions/Physical Requirements

Includes bending/carrying/lifting/hand and finger dexterity/kneeling/vision/hearing

Sedentary X Light Medium Heavy Very Heavy _

Depending on the work assignment, may require ordinary ambulatory skills sufficient to visit other locations; light to medium weights up to 20 pounds. Requires good hand-eye coordination, and arm, hand, and finger dexterity, including the ability to grasp, and visual acuity to use a keyboard, operate equipment, and read technical information. Overall mobility is essential including sitting for long periods of time, driving a vehicle, and working under challenging conditions.

Work Conditions: Work is performed indoors with moderate exposure to safety and health hazards related to exposure to infections, communicable diseases, blood and body fluids, electrical equipment, and chemicals, such as alcohol or bleach. No potential for bodily injury related to lifting and incidents of workplace violence. Must follow universal safety precautions.

Security: Adheres to the agency's confidentiality policies and procedures including HIPAA, Privacy, Corporate Compliance, Code of Ethics, and Conflict of Interest.

Supervision Received: The Recruitment & Onboarding Specialist is supervised by the Director of Human Resources.

Work from home options: Yes with approval by the Director of Human Resources

Duties/Expectations: phone calls, email response, recruitment, applicant screening, interviews, scheduling, candidate communications, new-hire processing, onboarding, orientation, HRIS/data entry, HR administrative support, meetings, special projects, and other duties or projects assigned by the Director of Human Resources.

Documentation: documentation and/or a list of completed tasks may be submitted to supervisor as requested.

Allowable instances: weather that causes the main campus to be closed to the public, special projects that require uninterrupted time, other instances agreed upon and given permission by supervisor.

Reasoning: Continuity of recruitment, hiring, onboarding, Human Resources services, employee support, organizational staffing, and other HR activities are essential to continuing the functions of Pivot

Recruitment and Onboarding Specialist