Talent Acquisition Operations Specialist

Bank OZK•Little Rock, AR

About The Position

The Talent Acquisition Operations Specialist provides administrative support and coordination for the Talent Acquisition team, helping ensure an efficient recruitment process and a positive experience for candidates and hiring managers. The role coordinates with recruiters and business lines across the recruiting lifecycle, from application through background screening and onboarding. It also maintains employment eligibility and licensing documentation, including Form I-9 records and NMLS licenses, throughout employees’ life cycles. The specialist maintains accurate applicant tracking system records, coordinates position postings and offer documentation, facilitates background screening and onboarding, manages NMLS licensing and I-9 recertifications, responds to inquiries, and prepares recruitment status reports. The role also supports recruiting events, assessment-tool administration, process improvement, regulatory compliance, and the Bank’s values and culture.

Requirements

High school diploma or equivalent required.
At least 2 years of experience in an administrative role in a professional work environment, including at least 1 year of experience in a Human Resources function.
At least 1 year of work experience and demonstrated proficiency in Microsoft Office, including Outlook, Word, and Excel.
Knowledge of ATS software and/or other recruitment systems.
Working knowledge of employment laws and regulations related to recruitment, background screening, NMLS, and hiring.
Effective verbal and written communication skills.
Interpersonal skills to interact with individuals at all levels of the organization.
Strong customer service skills.
Organization and attention to detail, with the ability to manage multiple priorities and tasks and act with a sense of urgency.
Analytical, problem-solving, and critical-thinking skills, particularly for data analysis, reporting, and process improvement.
Ability to maintain strict confidentiality when handling candidate and employee information.
Skill using computers, Microsoft Office, and applicable business systems, including ATS or other recruitment systems.
Ability to operate customary equipment and technology used in a business environment, with or without accommodation.

Nice To Haves

Bachelor’s degree.
Employee onboarding and/or background screening experience.
Proficiency in HR software tools, technology, and scheduling tools.

Responsibilities

Maintain positions in the applicant tracking system, ensuring data accuracy, approved budgetary requirements, compliance, data protection, and records retention.
Coordinate with the Talent Acquisition team and hiring managers to ensure positions are posted accurately and promptly.
Assist with organizing and participating in recruitment events, job fairs, and other talent acquisition initiatives.
Prepare and verify candidate offer documentation, including offer letters, signing bonus agreements, and vacation exceptions, and ensure appropriate approvals and timely completion.
Act as the primary contact for recruiters and the background screening vendor throughout the screening process, from offer acceptance through candidate approval to start work.
Follow up on incomplete background screening steps, contact organizations and agencies to verify information, and provide status updates to candidates, recruiters, and hiring managers.
Review candidate background information, identify discrepancies requiring resolution, prepare review packages as necessary, and escalate matters for adjudication according to Bank policy.
Organize and maintain background screening records.
Maintain NMLS licenses by registering and deactivating employees, updating employee information, ensuring annual renewals, and preparing and filing reports.
Facilitate onboarding, including gathering and processing new-hire paperwork and supporting a positive onboarding experience.
Respond promptly to candidate and hiring manager inquiries and communicate throughout recruitment and onboarding.
Generate recruitment status reports for the Talent Acquisition team and leadership.
Collaborate with other HR teams to develop and implement strategies that improve the candidate experience.
Assist with assessment-tool software and database administration, including employee designations, candidate profiles, organization, and user permissions.
Administer I-9 recertifications, obtain new or updated documentation, and maintain complete and accurate records.
Ensure compliance with applicable regulations, Bank policies, and federal, state, and local laws.
Promote the Bank’s values, mission, and vision and foster a positive candidate and hiring manager experience.
Maintain punctuality and attendance, follow Bank policies and procedures, and perform other duties as assigned.