Background Check Specialist (5858)

Lutheran Services Florida • Sarasota, FL

6d • Onsite

About The Position

Lutheran Services Florida (LSF) is seeking a talented Background Check Specialist to manage and conduct the background check investigation and staff vetting process. This role is crucial for ensuring that all staff and volunteers are fully cleared in accordance with organizational policies and requirements from the Office of Refugee Resettlement (ORR), including oversight of Protection from Sexual Exploitation and Abuse (PSEA) clearance requests and suitability determinations. The goal is to ensure children are safe, families are strong, and communities are vibrant.

Requirements

• High school diploma or equivalent required.
• Minimum of one (1) year of relevant work experience required.
• Experience working with sensitive or confidential information required.
• Strong attention to detail and accuracy, with the ability to review and verify documentation for completeness and compliance.
• Strong organizational and time management skills, with the ability to manage multiple background check requests and meet strict deadlines.
• Knowledge of compliance processes and ability to follow regulatory requirements and established procedures.
• Effective written and verbal communication skills, with the ability to clearly communicate requirements and status updates to stakeholders.
• Proficiency in Microsoft Office applications, including Excel, Word, and Smartsheets.
• Ability to maintain strict confidentiality and appropriately handle sensitive personnel and background information.
• Strong problem-solving skills, with the ability to identify discrepancies, resolve issues, and escalate concerns as needed.
• Ability to track, monitor, and manage multiple processes simultaneously while maintaining accuracy and efficiency.
• Ability to work independently with a high level of accountability and ownership.
• Ability to adapt to changing priorities and regulatory requirements in a fast-paced environment.

Nice To Haves

• Associate degree or coursework in business administration, human resources, criminal justice, or a related field preferred.
• Experience in administrative support, compliance, human resources, or background screening processes preferred.
• Experience managing or coordinating background check requests, clearance processes, or similar documentation workflows preferred.
• Experience working in a regulated environment with established timelines and compliance requirements preferred.

Responsibilities

• Manage and conduct the background check and staff vetting process for all employees and volunteers in accordance with organizational policies and ORR requirements.
• Initiate, submit, and track all required background screening requests, including criminal history checks, child abuse and neglect registry checks, fingerprinting, and other mandated screenings.
• Prepare, submit, and track PSEA clearance requests to ORR, ensuring all required documentation is complete, accurate, and submitted within required timelines.
• Compile and maintain complete vetting files and conduct suitability assessments based on screening results in accordance with ORR and organizational standards.
• Ensure and verify that all required background checks, PSEA clearances, and suitability determinations are completed and approved prior to staff or volunteers having contact with youth or beginning duties.
• Conduct quality assurance reviews of all background screening documentation to ensure completeness, accuracy, and compliance prior to final clearance.
• Monitor and manage the status of all pending background checks and clearances; follow up directly with ORR and external agencies to ensure timely completion.
• Maintain accurate, complete, and audit-ready records of all background screening documentation, PSEA submissions, and suitability determinations in accordance with confidentiality and record retention requirements.
• Track and manage re-screening and re-clearance requirements, ensuring ongoing compliance with ORR and organizational standards.
• Identify, investigate, and resolve discrepancies or incomplete documentation and ensure timely corrective action.
• Prepare and submit reports related to background check status, compliance, and clearance timelines for internal leadership, audits, and monitoring.
• Serve as the primary point of contact for background screening and clearance processes, communicating requirements and status updates to program leadership and staff.
• Support and respond to internal and external monitoring, audits, and compliance reviews, providing documentation and explanation of vetting processes as required.
• Maintain strict confidentiality of sensitive personnel and background information in accordance with organizational policies and applicable privacy standards.
• Continuously evaluate and improve background screening processes to enhance efficiency, accuracy, and compliance with ORR requirements.
• Ensure adherence to all ORR staff vetting requirements, including PSEA clearance, suitability determinations, and pre-service clearance protocols.
• Adapt to changing priorities, regulatory updates, and operational needs, and perform additional duties as assigned.
• Develop and maintain effective working relationships with internal staff, program leadership, and external agencies.
• Provide general guidance to staff regarding background check procedures and documentation expectations, as needed.
• Maintain a high level of organization and attention to detail while managing multiple tasks and deadlines.
• Support process improvement efforts to enhance efficiency and workflow.
• Communicate effectively with stakeholders regarding general process updates and expectations.
• Maintain professionalism and accountability in handling sensitive and time-sensitive information.
• Participate in meetings, trainings, and organizational initiatives as required.

Benefits

• Medical, Dental and Vision
• Telehealth (24/7 online access to Doctors)
• Employee Assistance Program (EAP)
• Employer paid life insurance (1X salary)
• 13 paid holidays + 1 floating holiday
• Generous PTO policy (starting at 16 working days a year)
• 403(b) Retirement plan with 3% discretionary employer match OR 3% student loan repayment reimbursement
• Tuition reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED