HR Pre-Employment Administrator - Apex Systems

Job#: 2051091

Job Description:

SUMMARY: The position of HR Pre-Employment Administrator is responsible for backgrounds and prior agreements for new hires and supporting the transition from the Pre-Hire process to New Hires. They must exercise organizational skills and independent judgment based on background results and make sure that every new hire has what they need for their employment.
ESSENTIAL FUNCTIONS include the following. Other duties may be assigned.
 

• Conduct Background Checks: Facilitate comprehensive background checks on potential internal hires, including criminal records, employment history, education verification, and credit history through background check screening provider.
• Verify Information: Validate the accuracy of information provided by candidates, such as previous employment, and educational qualifications

• Compliance: Ensure all background screening processes comply with federal, state, and local laws, such as the Fair Credit Reporting Act (FCRA).
• Maintain Records: Keep accurate and up-to-date records of all background checks conducted, ensuring confidentiality and security of sensitive information.
• Analyze Results: Review and interpret the results of background checks to determine the eligibility of candidates.
• Communicate Findings: Provide clear and concise updates on background check findings to hiring managers and other relevant parties.
• Manage Vendor Relationships: Oversee relationships with background screening providers to ensure timely and accurate service.
• Manage Divisional Relationships: Oversee relationships with sister division Legal Teams to ensure timely and accurate service of prior agreement reviews, contract reviews, and review of documentation and processes related to background and application processes.
• Handle Discrepancies: Investigate any discrepancies found during the background check process and handle disputes or appeals as necessary.
• Update Systems: Ensure that all background check data is accurately entered into HR systems and databases. Maintain candidates’ background and prior agreement files.
• Liaison Role: Act as a liaison between candidates and the company during the background check and prior agreement process, maintaining positive relationships to ensure a positive and smooth onboarding experience.
• Liaison Role: Act as a liaison between Legal, Corporate Recruiting, HR and the hiring supervisors during the prior agreement process, maintaining positive relationships to ensure a positive and smooth onboarding experience.
• Maintain our Sterling Direct account and partner with Legal to ensure applications adhere to state laws.
• Administer prior agreement process and partnership with Corporate Recruiting and Sales Leaders for consistent hiring of employees. 
• Coordinate with Product, Corporate Recruiting and Human Resource teams to streamline background and prior agreement processes in company’s proprietary Applicant Tracking System Cyrus and any other systems as needed.
• Partner with Human Resources and Corporate Recruiting teams for administrative functions associated with the pre-hire and new hire process
• Think critically to address and identify problems or exceptions and troubleshoot and resolve as required.
• Ensure administrative processes, including SOX guidelines, are followed.
• Maintain positive relationships with existing managers, employees, and co-workers.
• Aid other departments as requested.
• Provide backup to the other staff members of the office in accordance with our culture of teamwork and professionalism.
• Have substantial access to personal information of candidates and customers (including but not limited to address and contact information) as well as customer and company confidential information.?
• Attending team meetings.
• Always maintain confidentiality.

Competency Statement(s)

• Accountability - Ability to accept responsibility and account for his/her actions.
• Accuracy - Ability to perform work accurately and thoroughly.
• Autonomous– ability to work independently with minimal supervision.
• Adaptability - Ability to adapt to change in the workplace.
• Business acumen – ability to grasp and understand business concepts and issues.
• Autonomy – Ability to work independently with minimal supervision.
• Communication - Ability to communicate effectively with individuals at all levels of the organization.
• Confidentiality - Demonstrated ability to maintain confidentiality in a variety of situations.
• Deductive reasoning– ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Diversity oriented – ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.
• Energetic – Ability to work at a sustained pace and produce quality work.
• Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.
• Friendly - Ability to exhibit a cheerful demeanor toward others.
• Goal Oriented – Ability to focus on a goal and obtain a pre-determined result.
• Honesty & Integrity - Ability to be truthful and be seen as credible in the workplace.
• Initiative– ability to make decisions or take actions to solve a problem or reach a goal.
• Organized – Demonstrated effective organizational skills, and ability to follow a systematic method of performing a task.
• Patience - Ability to act calmly under stress and strain, and to not being hasty or impetuous.
• Relationship Building - Ability to effectively build relationships with customers and co-workers.
• Reliability – The trait of being dependable and trustworthy.
• Responsible - Ability to be held accountable or answerable for one’s conduct.
• Self-Motivated – Ability to be internally inspired to perform a task to the best of one’s ability, using independent drive or initiative.
• Time Management – Ability to utilize the available time to organize and complete work within given deadlines.

EDUCATION

• HS Diploma, GED or equivalent required
• PHR, or other related certification a plus

EXPERIENCE

• 3+ years Human Resources experience, with a focus on legal agreements and background checks.
• Minimum 3+ years experience administering complex backgrounds in multi-state environment preferred
• Experience in sales organization preferred

SKILLS & ABILITIES

• Extreme detail orientation and organization.
• Demonstrated working knowledge of HR policies, employment laws, and onboarding best practices.
• Ability to maintain regular attendance and work all hours necessary or required.

Computer Skills

• Working knowledge of on-line candidate tracking system/database preferred.
• Working knowledge of personnel database management required; PeopleSoft preferred.

Demonstrated proficiency using Microsoft Office Suite 2019 or 365, Microsoft Edge and Google Chrome required
SUMMARY: The position of HR Pre-Employment Administrator is responsible for backgrounds and prior agreements for new hires and supporting the transition from the Pre-Hire process to New Hires. They must exercise organizational skills and independent judgment based on background results and make sure that every new hire has what they need for their employment.
ESSENTIAL FUNCTIONS include the following. Other duties may be assigned.
 

• Conduct Background Checks: Facilitate comprehensive background checks on potential internal hires, including criminal records, employment history, education verification, and credit history through background check screening provider.
• Verify Information: Validate the accuracy of information provided by candidates, such as previous employment, and educational qualifications

• Compliance: Ensure all background screening processes comply with federal, state, and local laws, such as the Fair Credit Reporting Act (FCRA).
• Maintain Records: Keep accurate and up-to-date records of all background checks conducted, ensuring confidentiality and security of sensitive information.
• Analyze Results: Review and interpret the results of background checks to determine the eligibility of candidates.
• Communicate Findings: Provide clear and concise updates on background check findings to hiring managers and other relevant parties.
• Manage Vendor Relationships: Oversee relationships with background screening providers to ensure timely and accurate service.
• Manage Divisional Relationships: Oversee relationships with sister division Legal Teams to ensure timely and accurate service of prior agreement reviews, contract reviews, and review of documentation and processes related to background and application processes.
• Handle Discrepancies: Investigate any discrepancies found during the background check process and handle disputes or appeals as necessary.
• Update Systems: Ensure that all background check data is accurately entered into HR systems and databases. Maintain candidates’ background and prior agreement files.
• Liaison Role: Act as a liaison between candidates and the company during the background check and prior agreement process, maintaining positive relationships to ensure a positive and smooth onboarding experience.
• Liaison Role: Act as a liaison between Legal, Corporate Recruiting, HR and the hiring supervisors during the prior agreement process, maintaining positive relationships to ensure a positive and smooth onboarding experience.
• Maintain our Sterling Direct account and partner with Legal to ensure applications adhere to state laws.
• Administer prior agreement process and partnership with Corporate Recruiting and Sales Leaders for consistent hiring of employees. 
• Coordinate with Product, Corporate Recruiting and Human Resource teams to streamline background and prior agreement processes in company’s proprietary Applicant Tracking System Cyrus and any other systems as needed.
• Partner with Human Resources and Corporate Recruiting teams for administrative functions associated with the pre-hire and new hire process
• Think critically to address and identify problems or exceptions and troubleshoot and resolve as required.
• Ensure administrative processes, including SOX guidelines, are followed.
• Maintain positive relationships with existing managers, employees, and co-workers.
• Aid other departments as requested.
• Provide backup to the other staff members of the office in accordance with our culture of teamwork and professionalism.
• Have substantial access to personal information of candidates and customers (including but not limited to address and contact information) as well as customer and company confidential information.?
• Attending team meetings.
• Always maintain confidentiality.

Competency Statement(s)

• Accountability - Ability to accept responsibility and account for his/her actions.
• Accuracy - Ability to perform work accurately and thoroughly.
• Autonomous– ability to work independently with minimal supervision.
• Adaptability - Ability to adapt to change in the workplace.
• Business acumen – ability to grasp and understand business concepts and issues.
• Autonomy – Ability to work independently with minimal supervision.
• Communication - Ability to communicate effectively with individuals at all levels of the organization.
• Confidentiality - Demonstrated ability to maintain confidentiality in a variety of situations.
• Deductive reasoning– ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Diversity oriented – ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type.
• Energetic – Ability to work at a sustained pace and produce quality work.
• Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.
• Friendly - Ability to exhibit a cheerful demeanor toward others.
• Goal Oriented – Ability to focus on a goal and obtain a pre-determined result.
• Honesty & Integrity - Ability to be truthful and be seen as credible in the workplace.
• Initiative– ability to make decisions or take actions to solve a problem or reach a goal.
• Organized – Demonstrated effective organizational skills, and ability to follow a systematic method of performing a task.
• Patience - Ability to act calmly under stress and strain, and to not being hasty or impetuous.
• Relationship Building - Ability to effectively build relationships with customers and co-workers.
• Reliability – The trait of being dependable and trustworthy.
• Responsible - Ability to be held accountable or answerable for one’s conduct.
• Self-Motivated – Ability to be internally inspired to perform a task to the best of one’s ability, using independent drive or initiative.
• Time Management – Ability to utilize the available time to organize and complete work within given deadlines.

EDUCATION

• HS Diploma, GED or equivalent required
• PHR, or other related certification a plus

EXPERIENCE

• 3+ years Human Resources experience, with a focus on legal agreements and background checks.
• Minimum 3+ years experience administering complex backgrounds in multi-state environment preferred
• Experience in sales organization preferred

SKILLS & ABILITIES

• Extreme detail orientation and organization.
• Demonstrated working knowledge of HR policies, employment laws, and onboarding best practices.
• Ability to maintain regular attendance and work all hours necessary or required.

Computer Skills

• Working knowledge of on-line candidate tracking system/database preferred.
• Working knowledge of personnel database management required; PeopleSoft preferred.

Demonstrated proficiency using Microsoft Office Suite 2019 or 365, Microsoft Edge and Google Chrome required

 

 

 

 

 

 

 

 

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [email protected] or 844-463-6178.