Onboarding Specialist

In the Onboarding Specialist position, you’ll work closely with the Associate Manager – Onboarding & HR Services to support key HR functions, with a strong focus on onboarding and providing an exceptional new hire experience. You’ll also be the main backup to the Associate Manager when coverage is needed. Day-to-day, you’ll help facilitate I-9 validation calls and handle important employee changes like new hires, promotions, transfers, rehires, terminations, and acquisitions. This includes preparing offer packets and making sure everything is entered accurately into our HRIS. If you enjoy being part of a collaborative, fast-moving team and keeping things running smoothly behind the scenes, this could be a great fit! Learn more about Hibu and why our employees love working here at www.hibu.com/careers! 

Responsibilities

• Support the AM – Onboarding & HR Services with daily HR and onboarding tasks.
• Take full ownership of the onboarding process for your assigned new hires—from launching paperwork and tracking completion, to making sure I-9 documents are uploaded and ready for validation calls, and processing the hire on Day 1.
• Help run I-9 validation calls to ensure compliance and accuracy.
• Maintain new hire class rosters and send out daily as the start date approaches. 
• Prepare and package Hibu new hire swag boxes so they are ready to ship or hand out on day 1. Monitor inventory levels and notify the AM – Onboarding & HR Services when it's time to reorder.
• Manage all company photos, ensuring new hires provide appropriate photo, updating employee record in the HR/Payroll System and save photo to shared drive for other Hibu required systems.
• Coordinate monthly corporate and sales referral bonus programs, including tracking sales referral bonuses.
• Enter all employee changes (promotions, transfers, demotions, pay or supervisor changes, etc.) into the HR/payroll system and communicate offer letter details to employees.
• Handle the termination process by updating the HR/payroll system and ensuring all necessary steps are completed.
• Help manage the Recruiting/Onboarding hotline—answering or directing questions related to recruiting and onboarding. 
• Facilitate the security badge process for new hires and update access for terminations.
• Manage vehicle entry for the Park CR lot—adding active employees and removing terminations as needed.
• Assist with mailroom duties on Wednesdays and provide support on Mondays or Tuesdays as needed.
• Help set up for live Secondary Sales Training and Lead (leadership training) visits in Cedar Rapids—prepare name tags and tents, coordinate catering, and handle room setup.
• Continuously look for ways to improve the candidate-to-new-hire experience by gathering feedback and suggesting enhancements.
• Jump in on other HR-related duties or special projects as needed.

Necessary Skills

• Strong attention to detail
• Organized
• Adaptable
• Excellent written and oral communication skills
• Team player
• Effective time management
• Resourceful

Necessary Experience, Education, Technical Requirements

• Associate's Degree or higher preferred
• Proficient (intermediate level) with Microsoft products, especially Excel, Outlook, and Word
• Prior customer service or HR experience preferred
• Hibu has a hybrid work model, it is expected that this individual has the ability to work in our Cedar Rapids, Iowa office 2-3 days per week

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