Human Resources Specialist-Onboarding & Recruiting

About the Department

The City of Louisville is hiring for a Human Resources Specialist for Onboarding and Recruiting. In this role your work directly shapes the employee experience from day one. As an HR Onboarding and Recruiting Specialist, you’ll be at the heart of building a welcoming, organized, and engaging workplace—guiding new hires through their first moments while helping attract the next generation of talent. If you thrive in a fast-paced environment, enjoy connecting with people, and take pride in creating seamless, detail-driven processes, this is an opportunity to make a meaningful impact on both individuals and the organization as a whole.

The Human Resources Specialist for Onboarding and Recruiting performs a broad range of professional, technical, and administrative duties in support of the City’s onboarding, orientations, recruiting and offboarding functions. This position serves as the primary coordinator for new hire onboarding and orientations and supports the recruitment of part-time, seasonal, and entry-level full-time positions.  This role requires strong communication and organizational skills, high attention to detail, and the ability to work in a fast-paced environment. Through efficient processes and exceptional service, the HR Onboarding and Recruiting Specialist plays a critical part in supporting employee engagement, retention, and a positive workplace culture.

This position reports to the Human Resources Manager and acts as the first point of contact for newly hired employees, ensuring a welcoming and efficient onboarding and orientation experience. The Human Resources Specialist primarily assists with onboarding, orientations, offboarding and maintaining workflows in NeoGov software platform.  Will also assist in recruitment for part time and seasonal staff, including posting positions, screening applications, scheduling and participating in interviews, coordinating recruitment  materials, and maintaining recruitment records. The position also conducts post-offer, pre-employment processes such as background and reference checks, coordinating physicals and new employee orientations.

Working closely with hiring managers, the Human Resources Specialist builds effective working relationships and provides high-quality, proactive support throughout recruitment and onboarding lifecycle. The role requires adaptability, approachability, attention to detail, and strong customer service orientation.

The Human Resources Specialist works under the supervision and direction of the Human Resources Manager and may assist with additional Human Resources projects as needed. Success in this position requires strong administrative, organizational and communication skills, exceptional attention to detail, and discretion in handling confidential information. The ability to work independently while supporting organizational goals and the recruiting team is essential.

Position Duties

ESSENTIAL JOB DUTIES:

Onboarding and Orientation for new employees:

• Act as subject matter expert on our Applicant Tracking Software-NeoGov for onboarding and offboarding workflows (we will train if have not used NeoGov)
• Implement and coordinate new hire paperwork using onboarding software in NeoGov for a large number of employees being hired all at the same time (Jan-June busiest time of year)
• Start offboarding workflow for vacating employees and give paperwork to HR Managers for exit interviews; may help schedule these exit interviews
• Monitor and guide new hires and hiring managers through completion of employment paperwork
• Complete steps for new hire packet for Full Time and Part-Time employees following checklists to ensure references, backgrounds and physicals are completed successfully
• Schedule new hires to come into HR Office for new hire orientations that you will conduct 
• Verify employment eligibility and identity documents in compliance with federal I-9 requirements. Make copies while new employee is at orientation for E-Verify 
• Prepare and distribute onboarding packets, identification badges, and orientation materials
• Serve as a welcoming point of contact for new employees, answering basic HR-related questions and directing them to appropriate resources
• Complete E-Verify verification and give completed packet to HR Tech/Payroll ensuring all forms are complete and accurate
• Communicate to hiring manager that their new hire is ready
• Continue to improve efficiency of Onboarding and Orientations and collaborate on solutions

Recruiting:

• Post job announcements and assist recruiting team with posting of all job announcements.
• Screen applications for minimum qualifications, and schedule interviews
• Conduct recruitments for part-time, seasonal, and some entry-level full-time positions
• Coordinate with hiring managers to update job descriptions and discuss needs, and timelines for hiring
• Communicate with applicants regarding application status, interview logistics, and hiring steps
• Attend career fairs to promote City of Louisville employment opportunities.
• Assist with researching the appropriate compensation to offer new hires based on department pay equity policies and practices and provides to HR Manager
• Supports Recruiting Team with pre-employment processes, including background checks, pre-employment physicals and reference checks on all new employees

OTHER DUTIES AND RESPONSIBILITIES:

• Assists with other HR duties and projects as assigned
• Assist with employee inquiries on a wide variety of matters as they occur and escalate concerns to HR Manager
• Regular and predictable attendance required
• Other duties as assigned

Minimum Qualifications

EDUCATION, TRAINING, AND EXPERIENCE:

• Associate’s degree in human resources; business, communication, hospitality or similar field required
• Bachelor’s degree in human resources or a related field is preferred
• One to two (1-2) years of Human Resources experience preferred 
• An equivalent combination of education and experience may be considered.

KNOWLEDGE, SKILLS, AND ABILITIES:

•  Ability to learn NeoGov applicant tracking processes for recruiting, onboarding and offboarding; comfortable with learning new software when trained
• Ability to provide clear, compassionate guidance to new and existing employees. Excellent customer service skills are required.  Need to be a people-person who likes communicating to a diverse group
• Strong organizational and time-management skills. Ability to manage multiple onboarding cycles and deadlines simultaneously with minimal supervision
• Strong attention to detail and ability to follow established procedures and checklists
•  Proficiency with standard office software (Microsoft Office, Teams, Zoom)
•  Knowledge of public human resource principles, procedures, and practices. Specifically in recruiting, and onboarding
•  Strong interpersonal skills with ability to maintain effective working relationships, build trust, and interact with all levels of personnel within the city in a positive and cooperative manner. 
•  Ability to effectively communicate information, both verbally and in writing, to support organizational objectives and interact with all levels of personnel within the city in a positive and cooperative manner   

• Independent sound judgment is required, with ability to foresee the implications and effects of decisions.

• Solid organization and project management skills, and ability to meet established deadlines.  
• Displays a high level of customer service and responsiveness to customers and requests for service.
•  Basic to intermediate skills in Word, Excel, PowerPoint, and other Microsoft related office products
•  Ability to maintain confidentiality.  Handles sensitive information with professionalism and discretion.
• Ability to articulate and embody the City’s mission, vision, and values, and acts as a role model for others in these areas.

Other Qualifications

LICENSE, REGISTRATION, OR CERTIFICATE:

A valid Colorado driver’s license and acceptable driving record are required.

PHYSICAL REQUIREMENTS:

Minimal physical effort typically found in clerical work. Primarily sedentary work. Ability to remain seated for extended periods while working at a computer; Frequent use of hands and fingers for typing, data entry, and handling documents; Ability to communicate effectively in person, by phone, and via video conferencing; Occasional standing, walking, bending, or reaching within the office environment; Ability to lift and/or move office materials and supplies up to 15 pounds and occasionally up to 35 pounds; Visual acuity sufficient to read documents, computer screens, and reports; Ability to work in a standard office environment with moderate noise levels

WORK ENVIRONMENT:

The work is typically performed indoors in an office environment. Primarily sedentary work. Ability to remain seated for extended periods while working at a computer; Frequent use of hands and fingers for typing, data entry, and handling documents; Ability to communicate effectively and clearly in person, by phone, and via video conferencing; Occasional standing, walking, bending, or reaching within the office environment; Ability to lift and/or move office materials and supplies up to 15 pounds and occasionally up to 35 pounds; Visual acuity sufficient to read documents, computer screens, and reports; Ability to work in a standard office environment with moderate noise levels

WORKERS’ COMPENSATION CLASSIFICATION: 8810

FLSA STATUS: Non-Exempt

EQUAL OPPORTUNITY EMPLOYER:

The City of Louisville is an Equal Opportunity Employer and provides equal employment and advancement opportunities to all qualified applicants and employees. Employment decisions are made without regard to race, color, religion, creed, sex, sexual orientation, gender identity or expression, age, national origin, ancestry, disability, veteran status, marital status, genetic information, or any other status protected by applicable law.

The City of Louisville is committed to providing reasonable accommodation to qualified individuals with disabilities in the application and hiring process and during employment.  The Human Resources Director has been designated as the compliance coordinator for people with disabilities seeking employment and will provide reasonable accommodation for testing and employment to qualified applicants.