Talent Operations Specialist

City of New York•New York, NY

1d•$74,000 - $80,000

About The Position

The Talent Operations Specialist reports to the Talent Operation Manager and supports the full recruitment lifecycle at the Campaign Finance Board, from workforce planning and sourcing through selection, hiring, and the transition to onboarding. As a talent acquisition expert in the People & Culture Unit, the specialist partners with hiring managers, develops sourcing strategies, builds diverse talent pipelines, and manages recruitment operations. The role uses recruitment data and analytics to improve hiring efficiency and inform workforce planning while promoting fairness, equity, and inclusion and ensuring compliance with NYC civil service requirements and the NYC EEO Policy. The specialist serves as a strategic advisor to hiring managers and a primary point of contact for candidates, providing responsive, professional support and helping keep vacancies on schedule. The position also maintains recruitment systems and records, coordinates offer and onboarding transitions, assists with employee orientation, and contributes to improvements in recruitment, candidate experience, data management, sourcing, and onboarding policies and procedures.

Requirements

Knowledge of recruitment processes and best practices, including sourcing, screening, interviewing, and onboarding.
Knowledge of NYC labor laws, NYC EEO Policy, and workplace diversity, inclusion, and intersectionality principles.
Knowledge of structured interviewing and selection practices sufficient to coach and train hiring managers.
Knowledge of NYCAPS position management, including opening, closing, and canceling job positions accurately.
Knowledge of external job boards and sourcing platforms, including SmartRecruiters, LinkedIn Recruiter, Dice, Indeed, Idealist, Handshake, Simplicity (CUNY), and DCAS e-hire.
Knowledge of onboarding documentation standards, including checklists, welcome packages, and onboarding spreadsheets.
Strong written and verbal communication skills for engaging staff, agency partners, candidates, and hiring managers, including providing timely recruitment updates and accurate onboarding checklists.
Ability to coordinate Day 1 orientation, prepare communications, and ensure logistics are in place before a new hire's start date.
Skill using data sources and tools such as Power BI, Tableau, spreadsheets, databases, and dashboards.
Skill developing and maintaining job descriptions, recruitment materials, and scoring rubrics that support consistent and fair evaluation.
Skill improving onboarding templates and process documentation in partnership with the People and Culture Jr. Manager.
Ability to gather and synthesize post-hire feedback from hiring managers and translate it into measurable process improvements.
Skill in consultative recruitment support, proactively advising hiring managers on best practices.
Skill conducting interviews, evaluating qualifications, and making informed hiring recommendations.
Ability to guide new hires and hiring managers through onboarding in alignment with unit needs.
Ability to manage concurrent onboarding cases while accurately maintaining weekly tracking spreadsheets.
Ability to build collaborative, trust-based partnerships with hiring managers across departments.
Ability to build and maintain pre-qualified candidate pipelines for recurring or critical agency roles.
Ability to make hiring recommendations aligned with agency mission and values.
Ability to conduct intake meetings before sourcing to clarify role requirements and ensure alignment.
Maintain confidentiality and uphold ethical recruitment standards.
Meet the stated civil service qualification through one of the following: a bachelor's degree from an accredited college, including or supplemented by at least 12 semester credits in a listed or closely related field, and one year of satisfactory full-time experience in a listed or closely related field; a high school diploma or equivalent and five years of such experience; or equivalent education and/or experience.

Nice To Haves

SHRM-CP or PHR certification.
LinkedIn Recruiter certification or equivalent sourcing platform certification.
NYC public-sector or civil service experience.

Responsibilities

Maintain relationships with external recruitment vendors and partner with them to source candidates for current vacancies and hard-to-fill positions.
Execute sourcing strategies using LinkedIn Recruiter, Boolean searches, job boards, professional associations, community-based organizations, and other talent databases to build diverse talent pipelines.
Build and nurture passive candidate pipelines for recurring and high-volume agency roles, including by identifying and tagging candidates from previous applicant pools in SmartRecruiters.
Partner with the Director of EEO/Accessibility to integrate EEO best practices into sourcing and selection.
Support updates to sourcing and pipeline development policies and procedures.
Lead recruitment intake meetings with hiring managers, review hiring packet templates, explain the recruitment process, and determine the support needed for each search.
Coach hiring managers on hiring packets, including salary, responsibilities, hiring exercises, and the relationship of documents to recruitment policy and process.
Collect role-related information and draft accurate hiring packets; guide hiring managers through submission and approval.
Support hiring managers throughout recruitment, including candidate screening, interview scheduling, and candidate communications.
Conduct screening interviews to assess candidates' technical fit, alignment with agency values, and other role requirements.
Serve as the primary candidate contact, provide timely status updates and professional rejection communications, and maintain contact with high-potential candidates.
Guide hiring managers in submitting hiring proposals for finalists.
Coordinate hiring exercises and ensure scheduled screenings are completed on time.
Support offer extensions and liaise between finalists and hiring managers during salary negotiations.
Ensure compliance with NYC civil service requirements and recruitment policy, maintain confidentiality and ethical standards, and proactively advise hiring managers.
Support updates to recruitment and candidate experience policies and procedures.
Maintain the Monday.com hiring board, entering vacancy status updates by the end of the week in which they occur and keeping required fields and tasks current within hiring timelines.
Maintain accurate SmartRecruiters records and applicant stages, and train hiring managers to use the platform and its communication tools.
Manage NYCAPS position actions, including opening, closing, and canceling postings, accurately.
Use recruitment analytics such as time-to-fill, source effectiveness, and offer acceptance to improve efficiency, inform workforce planning, and present insights to leadership.
Support updates to recruitment data management policies and procedures.
Post approved vacancy announcements through NYCAPS and maintain external postings across job boards, platforms, and relevant newsletters.
Organize approved hiring packets in the People & Culture SharePoint system and collect and file interview notes, scores, hiring exercise results, and scoring matrices.
Hand off finalist information to the Talent Operations Coordinator after offer acceptance and confirm onboarding begins within 24–48 hours.
Confirm offer letters and onboarding documents are sent promptly, check in during onboarding, and help resolve roadblocks.
Assist with conducting new employee orientation.
Support updates to onboarding policies and procedures.