Onboarding Specialist, Operations & Compliance at Woodcraft… · Inland…

Onboarding Specialist, Operations & Compliance

Reports To: Associate Director of People Experience

Status: Full-time; Non-Exempt

Location: Hybrid — Inland Empire

Hours of Operation: Monday–Friday, 9:00 AM–6:00 PM; occasional evenings or weekends as needed during peak season

Hourly Range: $24.00 – $30.00/hr

Are you someone who finds satisfaction in getting the details right — and understands that for a new hire, those details are everything?

Who We Are:

In 1922, Woodcraft Rangers opened its doors in Los Angeles and began its mission of guiding young people as they explore pathways to purposeful lives. As a progressive organization, Woodcraft has always been responsive to the evolving needs of the communities served, and is notably inclusive, youth-led, and rooted in the Woodcraft Way, a holistic framework that develops body, mind, spirit, and service. Continuously at the forefront of expanded learning opportunities, Woodcraft Rangers has a rich history of making a significant impact in the greater Los Angeles area, believing that all youth are innately good, deserve the opportunity to realize their full potential, and should be an active participant in defining their own path.

What We Do:

Woodcraft Rangers provides TK–12 expanded learning programs, including before and after school, specialty enrichment, and summer learning. In the past few years, Woodcraft has expanded its menu of services beyond traditional afterschool programs and summer camps to include early learning, environmental and social justice, college access, and inclusion services for youth with intellectual and developmental disabilities. Additionally, we offer LifeCraft, a college and career advancement program to support the development of approximately 2,250 staff. Today, Woodcraft Rangers serves more than 30,000 youth ages 4 to 18 each year across 150+ Title I schools in Los Angeles, San Bernardino, and Riverside counties, and continues to expand its reach.

Ideal Candidate:

The ideal candidate is a detail-oriented HR operations professional who understands that compliance is not just a checkbox — it is the foundation of a great employee experience. They bring a working knowledge of California employment law, pre-employment clearance requirements, and HR systems, and they take pride in maintaining accurate records and airtight processes. They are organized, proactive, and comfortable managing multiple moving parts during high-volume hiring seasons. They understand the connection between back-end compliance work and the human experience of starting a new job, and they bring both precision and care to everything they touch.

Why Work for Woodcraft Rangers:

• Competitive hourly rate – $24.00 – $30.00/hr

• Paid vacation & sick time – generous time off to recharge

• LifeCraft program – free college & career advancement for all staff

• Upward mobility – promote-from-within culture

• Health, dental & vision – comprehensive benefits coverage

• 403(b) retirement plan – invest in your future

• Pet insurance – because your whole family matters

• Mission-driven work – impact 30,000+ young people annually

Role Overview:

The Onboarding Specialist, Operations & Compliance anchors the operational and compliance foundation of Woodcraft Rangers’ onboarding process. This role is the primary owner of pre-employment clearances, compliance documentation, payroll setup, and onboarding logistics — ensuring every new hire is brought in compliantly and that nothing falls through the cracks. Compliance and data accuracy do not stop at the point of hire: this role maintains ongoing responsibility for site transitions and employee data changes throughout the employee lifecycle.

This role sits within the People Experience team and reports to the Associate Director of People Experience. During peak hiring season, this role flexes to support co-facilitation of orientation, LMS enrollment, and shadow day coordination as needed.

Responsibilities

Pre-Employment Compliance & Clearances

• Manage all pre-employment compliance requirements for new hires, including background checks, LiveScan fingerprinting, TB clearances, and required certifications

• Track clearance status across all new hire populations and follow up proactively to ensure no hire is delayed or missed

• Maintain up-to-date knowledge of California employment law and district-specific requirements to ensure compliance at every step

• Serve as the primary point of contact for new hires navigating pre-employment requirements, providing clear guidance and timely follow-up

Onboarding Documentation & Payroll Setup

• Own the collection, review, and processing of all new hire paperwork, including I-9 verification, tax forms, direct deposit, and required policy acknowledgments

• Enter and maintain accurate employee records in ADP and other HR systems; audit data regularly to ensure completeness and accuracy

• Coordinate payroll to ensure all new hires are paid correctly and on time from their first paycheck

• Process employee data changes including site transfers, role updates, and separations in a timely and accurate manner

Onboarding Logistics

• Coordinate onboarding logistics for new hires across all staff categories, including scheduling, communication, and materials preparation

• Maintain the onboarding tracker and ensure all steps are completed and documented for every new hire

• Partner with the Onboarding Specialist, Experience & Learning to ensure a seamless handoff between compliance tasks and the new hire experience journey

• Communicate clearly and proactively with hiring managers and program staff about new hire start dates, clearance status, and onboarding timelines

Ongoing Data Integrity & Employee Lifecycle

• Maintain accurate and current employee records through site transitions, schedule changes, and other employee data updates throughout the year

• Conduct regular audits of employee records in ADP and related systems to identify and resolve discrepancies

• Support compliance reporting requirements and respond to internal data requests from Talent, People Experience, Finance, and Program leadership

Peak Season Support

• During high-volume hiring periods, flex to support co-facilitation of new hire orientation alongside the Onboarding Specialist, Experience & Learning

• Support LMS enrollment and shadow day coordination as needed during peak season

Qualifications & Skills

Required

• 3+ years of experience in HR operations, onboarding, or people operations, preferably in a high-volume or multi-site environment

• Working knowledge of California employment law, I-9 compliance, and pre-employment clearance requirements

• Knowledge of Adverse Action processing

• Experience with HRIS and payroll systems (ADP Workforce Now)

• Strong attention to detail and ability to manage multiple tasks and deadlines simultaneously

• Clear, professional written and verbal communication skills

• Ability to handle confidential information with discretion and professionalism

• Comfort working in a fast-paced, seasonal environment with shifting priorities

Preferred

• Experience in a youth-serving nonprofit, education, or expanded learning organization

• Experience supporting new hire orientation or onboarding facilitation

• Bilingual (English/Spanish)

Physical Demands:

In compliance with the Americans with Disabilities Act (ADA), the following physical demands may be essential for the effective performance of this position. Reasonable accommodation will be considered to enable individuals with disabilities to perform these essential functions:

• Frequent sitting and standing during working hours

• Regular use of hands for operating a computer and handling documents

• The ability to travel to assigned office location as required by schedule

• Must be able to occasionally lift/move up to 25 pounds

• Reasonable accommodation is available for individuals with disabilities

Work Environment:

We are committed to fostering an inclusive work environment and will actively consider reasonable accommodations to enable individuals to effectively perform their roles. This position operates in environments typical of the following key aspects:

• Regular exposure to computer monitors during work.

• The typical noise level of a standard work environment.

• Stable internet access is required for effective work-from-home performance.

• Hybrid schedule with in-office days at the assigned office location and remote work days; specific cadence determined by supervisor.

Woodcraft Rangers provides equal employment opportunities to all qualified applicants without discrimination with regard to race, religious belief, color, sex, sex stereotype, pregnancy, childbirth or related medical conditions (including breastfeeding), age, national origin, ancestry, sexual orientation, gender identification and expression, transgender status, transitioning status, physical or mental disability, medical condition, genetic characteristics, genetic information, family care, marital status, enrollment in any public assistance program, status as military, a veteran or qualified disabled veteran, status as an unpaid intern or volunteer, or any other classification protected by law. We also prohibit discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics