HR Operations Specialist

NationsBenefits, LLC•Plantation, FL

About The Position

The HR Operations Specialist supports HR operational processes across the United States, Puerto Rico, and India, with a primary focus on U.S. employee onboarding. The role coordinates pre-employment requirements, onboarding documentation, background screenings, employment eligibility verification, and HRIS administration to support accurate, timely, and compliant onboarding. It also supports employee lifecycle administration, certification and licensing reimbursements, compliance audits, reporting, and process improvement initiatives. The specialist manages onboarding from offer acceptance through completion of pre-employment requirements and transition to the employee’s first day. This includes reviewing documentation, coordinating background checks, supporting Form I-9 and E-Verify processes, monitoring outstanding requirements, maintaining records in HRIS and onboarding systems, and working with Talent Acquisition, HR, Payroll, IT, hiring managers, and other stakeholders. The role also administers certification, credential, professional licensing, and reimbursement processes. It reviews submissions and supporting materials, verifies licensing information, maintains records, and coordinates approved reimbursements with Payroll and Finance. In addition, the specialist supports HR audits and compliance monitoring, maintains confidential employee records, prepares operational reports, resolves documentation gaps, and recommends improvements to processes and controls.

Requirements

At least 4 years of experience in U.S. employee onboarding.
Ability to navigate complex and evolving processes, independently identify and resolve discrepancies, and proactively engage leadership and cross-functional stakeholders to clarify information, address gaps, and ensure accurate and timely resolution.
Working knowledge of U.S. onboarding processes, including background screenings, I-9 verification, E-Verify requirements, and HRIS onboarding modules.
Experience maintaining employee records and processing HRIS transactions related to onboarding, with high attention to detail.
Strong attention to detail and organizational skills, HR objectivity, sound HR intuition, and independent judgment.
Ability to exercise independent judgment, identify discrepancies, and escalate concerns appropriately.
Working proficiency in Microsoft Office, particularly Excel.
Strong communication and problem-solving skills.
Ability to maintain confidentiality and ensure compliance with established policies and procedures.

Nice To Haves

Experience supporting high-volume, multi-state employee onboarding.
Familiarity with UKG, Keka, or similar HRIS platforms.
Experience supporting HR operations across the United States, Puerto Rico, and India.
Knowledge of HR compliance, audits, certification reimbursements, or professional licensing processes.
Experience in healthcare or highly regulated environments.

Responsibilities

Manage and coordinate U.S. employee onboarding from offer acceptance through completion of pre-employment requirements and transition to the employee’s first day.
Review and process new-hire documentation for accuracy, completeness, and compliance with company policies and applicable employment regulations.
Initiate, monitor, and coordinate background screenings; review results, identify discrepancies, and escalate findings requiring additional review or action.
Support Form I-9 employment eligibility verification and E-Verify processes in accordance with federal requirements and established timelines.
Monitor onboarding progress, follow up on outstanding requirements, and resolve documentation or processing delays.
Maintain accurate new-hire information and onboarding records in HRIS and onboarding platforms, including UKG and other applicable systems.
Coordinate onboarding activities with Talent Acquisition, HR, Payroll, IT, hiring managers, and other stakeholders.
Validate employee data, including personal information, employment details, and work location, before processing.
Identify discrepancies, incomplete information, potential compliance concerns, and process exceptions, and escalate appropriately.
Maintain organized, confidential, and audit-ready onboarding records and supporting documentation.
Support onboarding compliance reviews, reporting, and internal audits.
Identify opportunities to streamline onboarding workflows, strengthen controls, improve data accuracy, and enhance the new-hire experience.
Support organization-wide certification, credential, professional licensing, and reimbursement processes in accordance with company policies and procedures.
Review reimbursement submissions and supporting documentation, including receipts, invoices, certifications, licenses, and renewal records, for accuracy, completeness, and eligibility.
Verify professional and clinical licensing information through applicable state licensing boards and verification portals, including license number, jurisdiction, status, and expiration dates.
Maintain accurate certification, credential, and licensing information in HRIS and applicable tracking systems.
Coordinate approved reimbursement information with Payroll, Finance, and other stakeholders for timely and accurate processing.
Track outstanding submissions, missing documentation, reimbursement statuses, and applicable repayment requirements.
Maintain organized and audit-ready reimbursement and licensing records.
Identify discrepancies, compliance concerns, and opportunities to improve reimbursement and credential administration processes.
Support internal and external HR audits by gathering, reviewing, validating, and organizing employee records and supporting documentation.
Assist with compliance monitoring related to onboarding, employment eligibility verification, employee documentation, professional licensing, and other HR operational requirements.
Conduct routine data reviews to identify missing information, inconsistencies, expired documentation, and potential compliance gaps.
Maintain accurate and confidential employee records in accordance with company policies, retention requirements, and applicable regulations.
Prepare and maintain operational reports, trackers, and documentation related to onboarding, workforce administration, reimbursements, and compliance activities.
Partner with HR leadership and other stakeholders to resolve audit findings, documentation gaps, and operational discrepancies.
Recommend improvements to processes, documentation standards, and internal controls to strengthen operational accuracy and compliance.