Human Resources Specialist

About Us:

Since 1999, we have been a family of forward-thinking physical therapy clinics in California, Arizona, and North Carolina with a shared belief that moving with purpose leads to a happier and healthier life-We believe the most important thing about life is how we move through it.

• Employee-Owned Company
• Recipient of the American Physical Therapy Association's Jayne L. Snyder Private Practice of the Year Award

Also, we are proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, or Veteran status. If you have a disability or special need that requires accommodation, please let us know.

JOB DESCRIPTION

The HR Onboarding Specialist plays a critical role in creating an exceptional new-hire experience by managing and coordinating all aspects of the onboarding process. This position ensures that new employees feel welcomed, prepared, and supported from offer acceptance through their first weeks of employment. The specialist partners closely with HR, Recruiting, Payroll, IT, and department leaders to deliver a smooth and efficient onboarding workflow.

Essential Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Onboarding Coordination

• Manage the full onboarding process for all new hires, ensuring timely and accurate completion of required documentation.
• Prepare and send offer letters, onboarding packets, and new-hire communications.
• Coordinate pre-employment requirements (background checks, licensure verification, drug screens, credentialing, etc. as applicable).
• Ensure Form I-9 completion, E-Verify processing, and compliance with state and federal guidelines.
• Maintain organized and compliant personnel files (electronic and/or paper).

New Hire Experience

• Serve as the primary point of contact for new hires from acceptance to start date.
• Communicate onboarding steps clearly and professionally; answer questions and provide support.
• Coordinate first-day logistics.
• Facilitate new-hire orientation sessions and assist with training coordination.

Systems & Process Management

• Enter and audit new-hire data in HRIS/Payroll systems.
• Partner with IT on account setups, access requests, and equipment distribution.
• Create and maintain onboarding checklists, workflows, and standard operating procedures.
• Track onboarding metrics (completion rates, turnaround times, compliance tasks).

Cross Department Collaboration

• Work with hiring managers to ensure job descriptions and onboarding plans are complete and up to date.
• Collaborate with Payroll to ensure timely processing of new-hire information.
• Support HR team with projects related to engagement, culture, retention, and process improvement.

Compliance & Recordkeeping

• Ensure compliance with federal, state, and local employment laws.
• Audit onboarding files regularly to verify accuracy and completed documentation.
• Maintain confidentiality and protect sensitive employee information at all times.

Competency

• Communication.
• Critical Evaluation.
• Ethical Practice.
• HR Expertise.

Supervisory Responsibility

This position has no supervisory responsibilities.

Job Responsibilities Related to Patient Privacy

• May access protected health information and other patient information only to the extent that is necessary to complete job duties. May only share such information with those who have a need to know specific patient information in order to complete job responsibilities related to treatment, payment or other Company operations.
• Encouraged and expected to report, without the threat of retaliation, any concerns regarding the Company’s policies and procedures on patient privacy and any observed practices in violation of that policy to the designated Privacy Officer.
• Expected to actively participate in Company privacy training.
• Required to communicate privacy policy information to coworkers, students, patients and others in accordance with Company policy.

Comply with OSHA, federal and state regulations.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time onsite position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m.

Travel

No travel is expected for this position.

Required Education and Experience

• Bachelor's degree in human resources or related field and/or equivalent experience.
• Experience with Microsoft Office (Word, Excel and PowerPoint).
• Experience with HRIS System Paylocity .

Other Duties

The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted, as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees, assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.