Human Resources Onboarding Specialist

Houston, TX

Full- Time Human Resources Onboarding Specialist 


The Onboarding Specialist is a Corporate Support staff position reporting to the HR Manager. This position oversees the Company’s employee onboarding processes and provide administrative support to the Human Resources department and other members of the Corporate Support staff.

A high degree of organization, accuracy and attention to detail is essential for the position, as well as a thorough knowledge of the Company’s established policies, procedures, and guidelines. This position works in coordination with other staff members reporting to the Sr. Director of Administration and will regularly interact with applicants, contracted Professional Employment Organization staff, and employees at all levels within the Company.


· Oversee the employee onboarding process for part time and full time roles

o Monitor the completion of all employee onboarding paperwork

o Coordinate scheduling of orientation/training sessions with hiring managers

o Establish employee Microsoft licenses/credentials and systems access

o Promptly respond to new employee questions/concerns during onboarding process

o Order new employee Purchasing Cards via the Company’s Purchasing Card platform

o Conduct presentations for corporate and field full-time staff as needed

o Maintain an exemplary new hire onboarding experience

· Prepare communications for company-wide distribution for new/changing policies, document acknowledgement

· Prepare offer letters or other employment contracts as needed.

· Collaborate with and provide support to the Training & Staff Development Specialist in the administration of PRSU (TalentLMS) and other training efforts

· Research and propose policy/procedural changes required for compliance with state and federal employment laws as it relates to employee onboarding

o Interact with Professional Employment Organization (PEO) contacts in setting up new states PRS conducts business in

o Maintaining an accurate record of state and federal required posters

· Verification of work authorization documents for new hires and existing employees

· Maintenance of digital files for all essential employee records including new hire paperwork, personnel action forms, termination forms, promotions and rehires.

· Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately

· Performs administrative and recordkeeping tasks related to staffing changes, which may include layoffs, resignations, terminations, and leaves of absence. Ensure systems are updated accordingly, i.e., PULSE (CRM).

· Assists with record audits and mandatory reports, which may include I-9 audits, EEO-1 filings, and other compliance reviews.

· Administer the Employee Referral Bonus program and coordinate as needed with Payroll.

· Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.

· Provide additional administrative and recruiting support to the Human Resources Team as needed.

· Other duties as may be assigned by Key Relationship


· Bachelor’s Degree in Human Resources or related field

· Demonstrated proficiency in general administrative tasks related to Human Resources

· Good working knowledge of standard labor practices

· 1-2 years of experience with a Human Resources Information System software application.

· Ability to work with highly sensitive and confidential information

· Proficiency in the use of Microsoft Office applications, including but not limited to Dynamics 365, Outlook, Excel, and Word.

· Ability to read and interpret documents such as contracts, employment law and procedural manuals; write routine reports and correspondence; speak effectively before groups of customers or employees

· Ability to convey a warm and welcoming experience with candidates and new employees.

· Effective verbal and written communication skills with superiors, colleagues, and individuals inside and outside the Company

· Ability to exhibit a professional manner in dealing with others and to maintain constructive working relationships

· Knowledge of organizational structure, workflow, and operating procedures

· Ability to complete work in a timely, accurate, and thorough manner and to be conscientious about assignments


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

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.


This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform

any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.