Job Description

HR Onboarding and Compliance Specialist 

Job Description

Department: Human Resources

Job Status: Full Time

FLSA Status: Salary NonExempt

Reports To: HR Director

Location: The Woodlands, TX   

Amount of Travel Required: Less than 5%

Work Schedule: Monday thru Friday, 8:00 AM to 5:00 PM                         

Positions Supervised: None

AIP: Level 7

POSITION SUMMARY: The HR Onboarding and Compliance Specialist plays a pivotal role in ensuring a seamless and positive experience for new hires as they transition into the organization. This role is responsible for coordinating and delivering comprehensive orientation programs, managing new hire documentation, and serving as the primary point of contact for employees during their initial onboarding phase. The HR Onboarding and Compliance Specialist also provides administrative support to the Transportation team and Talent Acquisition (TA) team in areas such as full cycle recruiting, project management, process improvement, and creating presentations.

ESSENTIAL FUNCTIONS: (The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word 'may.')

• Facilitate the daily operations of onboarding processes, ensuring compliance with company policies, accreditation guidelines, and state and federal regulations.
• Review, develop, and refine onboarding procedures to improve efficiency and effectiveness.
• Process compliance screenings, including background checks, driving records, and Office of Inspector General reports for new hires.
• Manage and maintain talent management systems, including auditing and purging files per policy and legal requirements.
• Update and maintain personnel systems with accurate personal data, ensuring data integrity and compliance.
• Generate metrics and reports for onboarding and functional areas to support data-driven decision-making.
• Assist in training new talent acquisition and management staff on onboarding procedures and best practices.
• Provide administrative support to the Talent Acquisition team in end-to-end recruitment processes, including posting job ads and onboarding new hires.
• Use HR tools and systems such as I9 Audits, EVerify, HRIS, and Applicant Tracking Systems to ensure compliance and efficiency.
• Support various recruiting projects, including building internal resources, documenting processes, and ensuring process clarity.
• Save and organize all correspondence and documents accurately in HR Shared Drives for accessibility and compliance.
• Handle and prioritize a wide range of administrative duties with independent judgment and initiative.
• Performs other related duties as assigned to assist with successful operations and business continuity.

Qualifications

POSITION REQUIREMENTS:

• Successfully passes background check, preemployment drug screening, an any preemployment aptitude and/or competency assessment(s).
• Possesses a valid U. S. Driver’s License.
• Daily in-person, predictable attendance.

EDUCATION/EXPERIENCE LEVEL

• Bachelor’s degree in Human Resources, Business Administration, or 5 to 7 years of related work experience.
• 5+ years of professional administrative experience, with 3+ years in human resources and 3 to 5 years in onboarding or talent acquisition.

QUALIFICATIONS, SKILLS, COMPETENCIES, AND ABILITIES

• Experience working with a large, distributed hourly workforce is strongly preferred.
• Strong presentation skills with the ability to engage and inform diverse audiences effectively.
• Strong interpersonal and communication skills, with the ability to connect with employees at all levels.
• Attention to detail, organizational skills, and the ability to handle multiple tasks with independent judgment and initiative.
• Proficiency with HR systems, including applicant tracking systems, I9 compliance tools, and other onboarding platforms.
• Experience providing administrative support for end-to-end recruitment processes, including posting job ads and onboarding new hires.
• Strong project management skills, with experience supporting recruiting initiatives, building internal resources, and documenting processes.
• Experience working with external vendors to post job roles, organize applications, and review candidate responses.
• Proficiency in using applicant tracking systems (ATS), HR software, and shared drive systems for documentation and workflow management.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The HR Onboarding and Compliance Specialist works indoors in an office setting, primarily sitting for extended periods of time at a desk station, keyboarding and using repetitive motions with wrists, hands, and or fingers. Vision abilities required by this job include close vision and the ability to adjust focus while reading and staring at computer monitor. They will also need to speak clearly and audibly, as well as have the ability to hear, understand, and distinguish speech and /or other sounds (e.g., building alarms) deriving from in person speech, telephone, or other remote speech. No adverse environmental conditions are expected. While in the office, the HR Onboarding and Compliance Specialist may be called upon to stand, kneel, push, pull, reach overhead, stoop, crouch, climb, and lift; therefore, they should be able to lift 25 lbs. independently.

Work hours may include early morning, late evenings, and weekends, depending on job demands.

AAP/EEO STATEMENT

The Company is committed to the cause of equal employment opportunity for all employees and applicants, thus abiding by all applicable state and federal laws.    Our practices regarding employment, job promotion, compensation, training, and termination do not discriminate on the basis of race, color, religious creed, age, sex, national origin, veteran's status, disability, pregnancy, genetic information, or any other legally protected status.  It is expected that all employees, both management and staff, will fully support these nondiscriminatory policies.

The company has reviewed this job description to ensure essential functions and duties have been included. It is not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities. 

Revised: 11/2024