Recruitment & Onboarding Specialist

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Full Time Admin Gainesville, FL, US

Job Purpose

The Recruitment & Onboarding Specialist manages the full recruitment lifecycle and oversees all onboarding, credentialing, and new hire administration activities. This position is partnered with hiring managers to attract, hire, and onboard qualified candidates while ensuring compliance with federal, state, company, and customer requirements. The Recruitment & Onboarding Specialist plays a key role in creating a seamless transition from applicant to employee.

• Confidentiality
• Maintain the highest level of confidentiality when handling candidate, employee, compensation, medical, and company information.
• Exercise professionalism, discretion, tact, and diplomacy in all interactions.
• Recruitment & Talent Acquisition
• Manage full-cycle recruitment for professional, skilled trades, and corporate positions.
• Partner with hiring managers to assess staffing needs, create requisitions, and develop effective recruitment strategies.
• Create, post, and maintain job advertisements across multiple recruiting platforms and job boards.
• Screen applicants, coordinate interviews, communicate with candidates and facilitate timely hiring decisions.
• Prepare and distribute offer letters and employment related documentation.
• Coordinate recruiting efforts with staffing agencies, community organizations, career fairs, and workforce development partners.
• Monitor recruiting metrics and recommend improvements to support organizational hiring goals.
• Manage the onboarding process for all newly hired employees from offer acceptance through completion of onboarding requirements.
• Process new hires in ADP Workforce Now, ensuring accurate employee records, position details, compensation information, and organizational assignments.
• Prepare and administer all onboarding documentation, coordinate orientation activities, maintain employee records, and ensure timely completion of all required onboarding requirements.
• Serve as the primary point of contact for new hires, answering questions and guiding employees through onboarding requirements.
• Coordinate onboarding activities with Payroll, Training, Information Technology, Safety, Risk Management, and department leadership to ensure seamless and timely new hire experience.
• Communicate onboarding status updates, start dates, and outstanding requirements to managers and key stakeholders.
• Develop and maintain onboarding procedures, forms, templates, and workflow documentation to support continuous improvement initiatives.
• Employment Eligibility & Compliance
• Collect, review, and verify employment eligibility documentation in accordance with federal requirements.
• Complete employment eligibility verification activities, including Form I-9 completion, E-Verify processing, TNC resolution, and employment authorization reverification.
• Maintain I-9 files and perform employment authorization reverifications as required.
• Ensure compliance with state New Hire Reporting requirements and other employment-related regulations.
• Monitor compliance with company hiring policies, procedures, and regulatory requirements.
• Candidate Credentialing & Pre-Employment Screening
• Coordinate and administer all pre-employment screening activities, including background checks, drug testing, MVR screenings, candidate authorizations, and employment verification to support timely hiring decisions.
• Communicate with candidates regarding outstanding credentialing requirements and onboarding documentation.
• Coordinate with Risk Management regarding MVR approvals and associated documentation.
• Reporting & Records Management
• Maintain accurate records of open requisitions, candidate pipelines, hiring activity, onboarding metrics, and recruitment outcomes.
• Prepare recruiting, onboarding, compliance, affirmative action, and workforce reports while maintaining employee referral documentation and related records.
• Maintain recruiting templates, onboarding forms, personnel documentation, and electronic employee records.
• Maintain accurate candidate files and support credentialing documentation.
• Training & Development Support
• Coordinate with the Training Department regarding new hire orientation, onboarding completion, training schedules, and training rosters.
• Assist with company wide training initiatives, scheduling, logistics, and employee communications as needed.
• Serve as a backup resource for Human Resources team functions as needed.
• Participate in continuous process improvement initiatives related to recruitment, onboarding, compliance, and employee experience.
• Perform additional duties and special projects as assigned.

Minimum Qualifications:
Education and Experience

• 3 - 5 years of experience in Human Resources, Recruitment, Onboarding, or a related field.
• Experience in handling highly confidential employee and candidate information.
• Working knowledge of…