Employment Specialist
Position Summary
The Employment Specialist is responsible for managing and coordinating the employee onboarding process from start to finish while ensuring compliance with applicable federal, state, and local employment regulations and company policies.
This position serves as a key point of contact for employees, managers, and internal departments, providing timely and professional support throughout the employment lifecycle. The Employment Specialist must be highly organized, detail-oriented, and knowledgeable in employment documentation, onboarding procedures, and multi-state employment compliance.
Key Responsibilities
- Manage the full employee onboarding process, including employment documentation, background checks, drug testing coordination, required forms, orientation, and completion of all onboarding requirements.
- Ensure onboarding activities are completed accurately, timely, and in accordance with company policies and applicable regulations.
- Conduct compliance audits to identify missing, incomplete, expired, or outdated employee documentation.
- Monitor onboarding and employment practices to support compliance with federal, state, and local employment requirements.
- Apply working knowledge of multi-state employment regulations to support employees and company operations across various jurisdictions.
- Coordinate with internal departments, managers, and employees to resolve onboarding, documentation, and compliance issues.
- Provide responsive and professional customer service to employees, managers, and internal stakeholders.
- Answer employment-related questions and assist employees with onboarding and employment processes.
- Identify potential compliance risks and escalate concerns to the appropriate HR leadership.
- Assist with developing and improving onboarding procedures, checklists, workflows, and compliance processes.
- Maintain accurate employee records and ensure required documentation is properly stored and maintained.
- Protect confidential employee information and maintain a high level of professionalism, discretion, and integrity.
- Perform other HR and employment-related duties as assigned.
Minimum Requirements
- Bachelor's degree with 2+ years of experience in employment coordination, human resources, recruiting, staffing, compliance, or a related field; or
- 6+ years of directly related experience in lieu of a degree.
- Strong understanding of employee onboarding and employment documentation requirements.
- Working knowledge of federal and multi-state employment compliance requirements.
- Experience conducting audits or reviewing documentation for accuracy and compliance.
- Excellent customer service, communication, and presentation skills.
- Strong organizational skills and exceptional attention to detail.
- Ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.
- Strong computer skills, including proficiency with Microsoft Office and HRIS, ATS, electronic onboarding, or workforce management systems.
- Ability to handle sensitive and confidential employee information with professionalism and discretion.
- Ability to work independently while also collaborating effectively with HR, management, and other departments.
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Preferred Qualifications
- Experience working in a staffing, recruiting, manufacturing, healthcare, or multi-state employment environment.
- Experience with HRIS, ATS, electronic onboarding, or workforce management platforms.
- Experience supporting compliance audits and maintaining employee files.
- Familiarity with federal employment regulations and state-specific onboarding requirements.
- Experience working with high-volume onboarding processes.
Work Environment
This position operates primarily in a standard office environment and may involve:
- Primarily desk-based work requiring extended periods of computer and telephone use.
- Regular interaction with employees, managers, clients, and internal departments.
- A fast-paced environment requiring the ability to manage multiple priorities, deadlines, and requests.
- Occasional meetings, training sessions, and collaboration with other departments.
- Occasional extended hours to meet business, staffing, or compliance deadlines.
- Work is generally performed during standard business hours in a climate-controlled office environment.
Physical Requirements
- Ability to sit and work at a desk for extended periods.
- Ability to regularly use a computer, keyboard, mouse, telephone, and other standard office equipment.
- Ability to communicate effectively, both verbally and in writing, with employees, managers, clients, and internal team members.
- Ability to read and review documents, forms, computer screens, and other written materials for extended periods.
- Ability to occasionally stand, walk, bend, reach, and move throughout the office.
- Ability to occasionally lift and carry office supplies, files, or equipment weighing up to approximately 25 pounds.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
Disclaimer
This job description outlines the general nature and level of work expected for this position. It is not intended to be a comprehensive list of all duties, responsibilities, or qualifications required. Employees may be asked to perform additional duties as business needs require.
Epic Personnel Partners is an Equal Opportunity Employer and complies with all applicable federal and state employment laws.