Onboarding Specialist

Position Summary

The Onboarding Specialist plays a key role in employee success and experience by helping new hires feel prepared, supported, and welcomed at CoServ - starting well before Day One and continuing through their first year. This is a hands‑on HR role focused on onboarding, employee success, and employee programs. This position works closely with the Recruiting Specialist, Hiring Managers, and the HR team to support a positive employee experience while helping the business meet hiring and operational needs. This role is well‑suited for a mid‑level HR professional who enjoys collaboration, organization, and making processes better over time.

Responsibilities

Primary Position Responsibilities 

• Coordinates onboarding activities from offer acceptance through the first 90 days (including processing accepted internal offers and temporary to full-time accepted offers).
• Manages pre‑employment steps, readiness tasks, Day One documentation, and follows up on required documents.
• Supports new hires by providing guidance on company policies, processes, and key resources, including how to access and use the employee handbook.
• Partners with Recruiting Specialist, Learning & Development, and Hiring Managers to ensure new hires are set up for success.
• Maintains onboarding communications, tools, and checklists.
• Maintains structured 30/60/90‑day feedback loops and conducts recurring check‑in meetings with new hires and leaders to monitor integration, identify needs, remove barriers, and support successful assimilation, as well as improve the onboarding experience.
• Builds relationships with local schools, colleges, and youth development programs, and participates in career readiness events, career days, and similar outreach activities.
• Supports recruiting efforts by identifying appropriate career events to attend and coordinating CoServ's participation at career fairs, including scheduling and logistics.
• Supports employee programs and activities that promote connection and engagement.
• Assists with HR‑led events, recognition efforts, and employee milestones.
• Serves as a point of contact for employee experience initiatives and feedback.
• Maintains accurate employee records, including VOE requests and documented file accuracy, and HR system data.
• Documents the position’s processes and assists with updates and improvements.
• Supports compliance with HR policies, audits, and recordkeeping requirements.
• Coordinates internship program logistics, onboarding, and communications.
• Supports interns and leaders throughout the internship cycle.
• Complies with established CoServ safety and operating rules, procedures and guidelines including reporting unsafe practices to a supervisor.
• Complies with established CoServ Information Security Handbook, policies, procedures, and guidelines including reporting suspected information security incidents to Tech Support.

Secondary Position Responsibilities 

• Serves as an operational partner to the Recruiting specialist as needed with proactive sourcing or recruiting initiatives during higher‑volume hiring periods.
• Provides back-up support for interview scheduling, hiring logistics, and recruiting operations as needed.
• Assists with companywide events, recognition programs, and HR-led initiatives.
• Assists in the planning and organizing of retirement parties.
• Attends CoServ University training and HR learning programs as required.
• Performs other duties and activities as directed.

Position Requirements

Education, Experience, and Certifications Required 

• High School Diploma or G.E.D equivalency.
• Bachelor’s degree in Human Resources Management or other related field, or 5 years of progressive business experience.
• 3 years of experience in HR, onboarding, recruiting coordination, or HR operations.

Education, Experience, and Certifications Preferred 

• Five (5) years of experience specifically in pre‑employment, onboarding, HR laws, analytics, and data integrity.
• PHR or SHRM‑CP certification (or interest in working toward certification).

Skills and Abilities Required 

• Experience in applying and interpreting HR laws and employment practices.
• Experience designing or managing onboarding, employee experience, or engagement programs.
• Experience with HRIS systems (UKG Pro experience is a plus).
• Strong relationship‑building and communication skills (written and verbal).
• Ability to analyze data, generate insights, and recommend solutions.
• Must have strong grammar skills.
• Strong understanding of confidentiality practices.
• Ability to prioritize and manage multiple tasks.
• Demonstrate competencies of leadership skills – planning, coordinating, directing, listening and communication.
• High attention to detail; ability to meet strict deadlines.
• Must possess personal computer skills and be proficient in Office 365 products including, but not limited to Outlook, Word, Excel, and PowerPoint.
• Ability to work independently and collaboratively within a team.
• Ability to work flexible and extended hours as needed or directed.

Skills and Abilities Preferred

• Knowledge of the cooperative business model.

Physical Requirements 

• Operates office equipment such as a computer, telephone, copier, etc.
• Indoor, office environment.
• Ability to lift a minimum of 25 pounds.
• Ability to drive occasionally as needed.
• Ability to sit for long periods of time.
• Requires frequent sitting, standing, walking, bending, and reaching.

Other Requirements 

• Travels to conferences, other office sites and recruiting events.
• Must have and maintain a valid Texas driver's license.