What are the responsibilities and job description for the Onboarding Compliance Specialist position at The Child Center of NY?
Position Summary
The Onboarding Compliance Specialist supports the integrity, accuracy, and ongoing maintenance of employee background checks and clearances. Working under the guidance of the Director, HR Operations, this role performs essential operational and administrative functions to ensure employee records, credentials, background clearances, and regulatory requirements are accurately captured and remain up-to-date and compliant with all current laws, policies, and contractual requirements.
The Onboarding Compliance Specialist is responsible for auditing employee records, verifying required documentation, maintaining compliance-related records, completing employment eligibility verification, monitoring credential expirations, conducting audits, and updating state and regulatory portals. This position identifies discrepancies, escalates issues for resolution, and partners with Onboarding, Program Leaders, and other parties as needed to ensure compliance requirements are completed timely and accurately.
The Onboarding Compliance Specialist contributes to organizational readiness for internal and external audits by supporting record accuracy, regulatory documentation, and continuous process improvement while delivering exceptional customer service and maintaining strict confidentiality.
Essential Responsibilities
Compliance Administration
Education
The Onboarding Compliance Specialist supports the integrity, accuracy, and ongoing maintenance of employee background checks and clearances. Working under the guidance of the Director, HR Operations, this role performs essential operational and administrative functions to ensure employee records, credentials, background clearances, and regulatory requirements are accurately captured and remain up-to-date and compliant with all current laws, policies, and contractual requirements.
The Onboarding Compliance Specialist is responsible for auditing employee records, verifying required documentation, maintaining compliance-related records, completing employment eligibility verification, monitoring credential expirations, conducting audits, and updating state and regulatory portals. This position identifies discrepancies, escalates issues for resolution, and partners with Onboarding, Program Leaders, and other parties as needed to ensure compliance requirements are completed timely and accurately.
The Onboarding Compliance Specialist contributes to organizational readiness for internal and external audits by supporting record accuracy, regulatory documentation, and continuous process improvement while delivering exceptional customer service and maintaining strict confidentiality.
Essential Responsibilities
Compliance Administration
- Verify, maintain, and update employee compliance records within the HRIS and other regulatory systems.
- Complete Form I-9 verification and E-Verify processing for newly hired employees in accordance with federal requirements.
- Monitor employee Essential Work Requirements, including clearances, and other compliance documentation.
- Verify documentation for accuracy and completeness and identify discrepancies requiring follow-up.
- Maintain organized electronic records and supporting compliance documentation.
- Prepare documentation and records to support regulatory surveys, audits, and accreditation activities.
- Process required re-screenings and background check renewals in accordance with regulatory requirements.
- Re-run background checks for Early Childhood Education employees as required.
- Submit and resubmit required Statewide Central Register (SCR) clearances for applicable School-Age Child Care (SACC) and Group Child Care (GCC) programs.
- Maintain and update Justice Center Criminal Background Check (JC-CBC), Comprehensive History Record Check (CHRC), and other regulatory portals.
- Perform daily monitoring of Pending Employment Transactions (PETs) and ensure timely follow-up.
- Complete bi-weekly reviews and updates of Justice Center and CHRC records.
- Perform monthly IRAMS updates and compliance maintenance activities.
- Conduct routine audits of employee personnel files to verify compliance with organizational policies and regulatory requirements.
- Audit new hire and existing employee files for required background checks, licenses, certifications, and onboarding documentation.
- Organize, maintain, and update compliance tracking spreadsheets and reporting tools.
- Identify incomplete, inconsistent, or inaccurate information and coordinate corrective action with appropriate stakeholders.
- Support data cleanup initiatives and ongoing HRIS data integrity efforts.
Education
- HS Diploma required, Associate's Degree or Bachelor's Degree preferred.
- 2 years of detail-oriented HR experience, preferably in onboarding, compliance, credentialing, or human resources.
- Experience working with HRIS systems and electronic personnel records is preferred.
- Experience with employment eligibility verification, background screening, or regulatory compliance processes is preferred.
- Proficient in MS Excel; Can confidently learn and navigate various software programs and systems.
- Strong attention to detail with exceptional accuracy in data entry and record maintenance.
- Ability to identify inconsistencies, missing documentation, and potential compliance concerns.
- Critical thinking skills with the ability to recognize opportunities for process improvement.
- Ability to understand how individual compliance tasks impact overall organizational compliance.
- Strong organizational and time management skills with the ability to manage multiple priorities.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office, particularly Excel.
- Experience working with HRIS systems and compliance databases.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
- Strong customer service orientation and collaborative working style.