HR Operations Specialist

NationsBenefits•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 coordinates onboarding from offer acceptance through completion of pre-employment requirements and transition to the employee's first day. This includes processing and validating new-hire information, monitoring progress, resolving delays, maintaining confidential and audit-ready records, and coordinating with Talent Acquisition, HR, Payroll, IT, hiring managers, and other stakeholders. The role supports background screening, Form I-9 and E-Verify processes, onboarding compliance reviews, and HRIS administration using UKG and other applicable systems. The role also supports organization-wide certification, credential, professional licensing, and reimbursement processes. Responsibilities include reviewing submissions and supporting documents, verifying professional and clinical licenses, maintaining accurate tracking information, coordinating approved reimbursement details with Payroll and Finance, and monitoring outstanding documentation and repayment requirements. The specialist assists with internal and external audits, compliance monitoring, employee-record reviews, and operational reporting. They work with HR leadership and other stakeholders to address audit findings and documentation gaps, and recommend improvements to workflows, documentation standards, data accuracy, and internal 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 strong attention to detail.
Strong attention to detail and organizational skills, HR objectivity, sound HR intuition, and independent judgment.
Demonstrated ability to exercise independent judgment, identify discrepancies, and escalate concerns appropriately.
Working proficiency in Microsoft Office, particularly Excel, and 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 pre-employment background screenings; review results, identify discrepancies, and escalate findings that need further 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, work location, and other required onboarding information.
Identify discrepancies, incomplete information, potential compliance concerns, and process exceptions, and escalate them 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 documents, 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 date.
Maintain accurate certification, credential, and licensing information in HRIS and applicable tracking systems.
Coordinate approved reimbursement information with Payroll, Finance, and other stakeholders to support timely and accurate processing.
Track outstanding submissions, missing documentation, reimbursement statuses, and applicable repayment requirements.
Maintain organized, audit-ready reimbursement and licensing records; identify discrepancies, compliance concerns, and process-improvement opportunities.
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.