Talent Acquisition and Onboarding Specialist

Pella TN LLC. | Job Description

Job Title

Talent Acquisition and Onboarding Specialist

Primary Focus

Talent acquisition, onboarding, and HR administrative support

Position Summary

The Talent Acquisition and Onboarding Specialist supports Pella TN's growth by managing the day-to-day recruiting process, coordinating a consistent and welcoming onboarding experience, and providing dependable administrative support to the Human Resources department. This role partners closely with hiring managers and candidates from the opening of a position through new-hire integration. Success requires initiative, timely follow-through, accurate recordkeeping, confidentiality, and proactive communication regarding progress, obstacles, and next steps.

Essential Responsibilities

Talent Acquisition

• Coordinate the full recruiting cycle for exempt and non-exempt positions, including job intake, posting, sourcing, resume review, candidate screening, interview scheduling, selection support, and pre-employment activities.
• Partner with hiring managers to understand position requirements, establish recruiting timelines, clarify interview steps, and maintain momentum throughout each search.
• Provide consistent, proactive updates to hiring managers regarding candidate activity, pipeline strength, aging requisitions, obstacles, and recommended next steps.
• Communicate promptly and professionally with candidates throughout the process, ensuring a positive candidate experience regardless of selection outcome.
• Develop and use sourcing strategies across Paylocity, LinkedIn, job boards, employee referrals, community partners, networking opportunities, and other appropriate channels.
• Conduct phone screens and participate in structured interviews while applying consistent, job-related, and legally compliant hiring practices.
• Coordinate candidate travel and interview logistics when needed.
• Maintain complete and accurate applicant records, interview documentation, candidate dispositions, and requisition activity in the applicant tracking system.
• Support employer branding through recruiting content, LinkedIn activity, career events, and community outreach that accurately represent the Pella TN employee experience.
• Track and report recruiting measures such as requisition aging, time to fill, source effectiveness, candidate conversion, offer acceptance, and early retention.

Onboarding and New Hire Experience

• Coordinate pre-employment requirements, including offer documentation, background checks, drug testing, required forms, and other hiring contingencies.
• Partner with hiring managers, payroll, IT, and other departments to ensure each new employee's workspace, equipment, access, schedule, and first-day plan are ready before arrival.
• Prepare and administer new-hire paperwork, maintain required documentation, and enter accurate employee information in Paylocity.
• Coordinate and support new-hire orientation, benefits orientation, policy acknowledgments, and required training assignments.
• Monitor onboarding completion and follow up with employees and managers on outstanding tasks, training, or documentation.
• Support structured new-hire check-ins and gather feedback that can improve onboarding, training, and early retention.

HR Administration and Employee Support

• Maintain accurate and confidential employee records, including information related to new hires, status changes, separations, paid time off, training, and other personnel activity.
• Prepare and update organizational charts, headcount reports, motor vehicle record documentation, and other recurring HR reports.
• Respond to routine employee questions and requests regarding policies, eligibility, benefits, payroll-related routing, and HR processes, escalating matters when appropriate.
• Assist with benefit administration, audit preparation, compliance reporting, document collection, and record retention as directed.
• Support employee engagement, recognition, company events, Paylocity communications, and culture initiatives.
• Assist with workers' compensation documentation, incident records, safety initiatives, and related follow-up as directed.
• Support documentation and coordination related to performance management or corrective action when requested by HR leadership.
• Coordinate schedules, meetings, travel arrangements, supplies, correspondence, and other general administrative needs for the Human Resources department.
• Contribute to HR projects, process improvements, and other duties based on business needs.

Performance Expectations

• Demonstrate ownership of assigned requisitions and onboarding tasks without waiting for reminders or follow-up.
• Meet established communication and service expectations for candidates, hiring managers, new employees, and internal partners.
• Maintain accurate, current records and complete time-sensitive tasks by their established deadlines.
• Identify delays or risks early, communicate them clearly, and recommend practical next steps.
• Protect confidential information and exercise sound judgment in all candidate and employee interactions.
• Use recruiting and onboarding data to identify trends and recommend improvements.

Required Qualifications

• Experience supporting recruiting, onboarding, human resources, office administration, or a related function.
• Strong written and verbal communication skills with the ability to provide clear, timely updates.
• Strong organization, attention to detail, follow-through, and the ability to manage multiple priorities in a fast-paced environment.
• Ability to maintain a high level of confidentiality and handle sensitive information appropriately.
• Working knowledge of Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Professional judgment, a service-oriented approach, and the ability to work effectively with employees, candidates, and leaders at all levels.
• General knowledge of employment practices affecting recruiting and onboarding, or the ability to learn and consistently apply established procedures.

Preferred Qualifications

• Associate or bachelor's degree in human resources, business, communications, or a related field.
• Two or more years of experience in recruiting, HR coordination, onboarding, or a related role.
• Experience with Paylocity or another applicant tracking and HR information system.
• Experience using LinkedIn and other sourcing tools for recruiting and employer branding.

Core Competencies

Initiative and ownership | Sense of urgency | Candidate and employee service | Communication | Organization | Accuracy | Collaboration | Adaptability | Confidentiality