Onboarding Specialist

Position Title: Onboarding Specialist

Safety Sensitive: No

Supervisor’s Title: Director of Talent Acquisition and Learning \& Development

FLSA Status: Exempt

Department: People and Culture

Division: Human Resources

This is an onsite position. This role will not be remote.

ABOUT US

We are IndyGo, a Municipal Corporation of Indianapolis–Marion County, and we’re proud to be the largest public transportation provider in the state of Indiana. We operate 30 transit routes throughout the county, providing nearly 10 million passenger trips a year to the citizens of our region. IndyGo is committed to expanding mobility options to improve connectivity in alignment with the company’s mission, vision, and goals.

WHO WE ARE

A key measure of any great city is the ease of getting from one place to another. We call it “mobility.” It’s as essential as access to electricity and clean water. It’s what moves a city forward to become a better place of opportunity and community. Mobility reflects a city’s vitality, potential, and civic priorities. It makes a city a better home and a better place to visit. At IndyGo, getting people from one place to another is about more than just moving riders. It’s about helping our riders reach their hopes and dreams, their education and careers, their families and friends, their health and well\-being, and another day of life in Indianapolis and the surrounding areas. We’re here because you’ve got somewhere to be—and you need an easy, reliable way to get there. So come on; get on and get going to wherever you want to go with IndyGo.

INDYGO MISSION

As the region's largest transit authority, we are duty\-bound to set the bar for transparency, trust, and overall professionalism.

*Accountability:

• We are legally, ethically, and morally committed to utilizing all resources responsibly with integrity and transparency.
*Adaptability:
• We adapt to disruptions through technology, workforce and ridership innovations, so we can meet the evolving needs of our community.
*Workplace Culture:
• We offer an empowering workplace to meet the needs of our teammates and riders.
*Compassion:
• We promote, embrace and value all individuals, treating each other with dignity and respect.
*Communication:
• We value open and honest conversations with each other, our riders and the community.
*Excellence:
• We are proud of who we are and the work we do and will continue to exceed customer expectations.
*Responsibility:
• We will be good stewards of our resources.
*Results:
• We make things better today than they were yesterday.
*Safety:
• We ensure safe and secure environments.
BENEFITS WE OFFER
• Full\-time positions with guaranteed 40 hours per week
• Medical, dental, and vision coverage (effective on the first of the month following 30 days of employment)
• Free on\-site wellness clinic for employees and their families
• Retirement plans (401A and 457B)
• Tuition reimbursement
• Free IndyGo transportation for employees and their families
• Eligibility for the Federal Loan Forgiveness Program

POSITION PURPOSE

The Onboarding Specialist is responsible for executing and continuously improving the organization’s onboarding processes to ensure a seamless, compliant, and engaging experience for all new hires. This role partners closely with Talent Acquisition, Human Resources, hiring managers, and Training to ensure all pre\-employment and onboarding activities are completed accurately, efficiently, and on time.

The Onboarding Specialist manages a structured, role\-based onboarding experience that extends beyond the first day, ensuring employees are effectively integrated into the organization through defined onboarding journeys, ranging from initial orientation for entry\-level roles to extended onboarding periods of up to 90 days for leadership positions.

Through strong coordination, attention to detail, and a focus on the employee experience, this role ensures new hires are prepared, connected, and positioned for success from offer acceptance through full integration into their role and the organization. ESSENTIAL FUNCTIONS AND RESPONSIBILITIESOnboarding Execution, Coordination, \& Experience

• Manage the end\-to\-end onboarding process from offer acceptance through first day, ensuring a seamless transition for new hires
• Support the execution and tracking of role\-based onboarding plans, ensuring employees progress through defined onboarding milestones over their applicable onboarding periods
• Serve as the primary point of contact for new hires, providing guidance, answering questions, and ensuring a positive experience
• Partner with Talent Acquisition to ensure timely and accurate handoff of candidate information and onboarding requirements
• Coordinate onboarding logistics including start dates, scheduling, system access, and departmental readiness

Compliance \& Documentation

• Coordinate, collect, review, and track all pre\-employment and onboarding documentation, including background checks, drug screens, physicals, I\-9 verification, and credential validation
• Ensure all onboarding activities comply with federal, state, and local employment laws as well as organizational policies
• Maintain accurate, complete, and audit\-ready employee records within HR systems
• Identify and escalate compliance risks or discrepancies in a timely manner

New Hire Orientation (NHO)

• Plan, coordinate, and facilitate New Hire Orientation sessions
• Manage all logistics including scheduling, materials, communication, room setup, and stakeholder coordination
• Deliver portions of orientation content and ensure a professional, engaging experience for new employees
• Partner with Learning \& Development to align onboarding with job\-specific training programs

Process Improvement \& Experience

• Monitor onboarding workflows and identify opportunities to improve efficiency, consistency, and the employee experience
• Recommend and implement process enhancements, tools, and standard operating procedures
• Support the development and maintenance of onboarding materials, guides, and communication templates
• Ensure consistency of onboarding practices across departments

Systems \& Tracking

• Manage onboarding activities within HRIS and/or applicant tracking systems to ensure data accuracy and process visibility
• Track onboarding progress, completion rates, and key milestones
• Generate reports and provide insights on onboarding effectiveness and areas for improvement

Stakeholder Partnership

• Collaborate with hiring managers to ensure readiness for new hires, including workspace, equipment, and onboarding plans
• Partner with HR team members to ensure alignment across onboarding, benefits enrollment, and employee support processes
• Provide high\-quality customer service to internal stakeholders and new employees throughout the onboarding lifecycle

OTHER RESPONSIBILITIES

• Maintain working knowledge of HR policies, procedures, and onboarding best practices
• Support broader HR initiatives and administrative needs as required
• Perform other duties as assigned

SUPERVISORY RESPONSIBILITIES

NoneEDUCATION AND EXPERIENCE

• Associate degree in Human Resources, Organizational Development, Business Administration, or related field required; Bachelor’s degree preferred
• Minimum of 2 years of experience in HR, onboarding, recruiting coordination, or program administration
• Experience working with HRIS and/or applicant tracking systems preferred

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong knowledge of HR processes, particularly onboarding, compliance, and employee records management
• Excellent organizational and project coordination skills with strong attention to detail
• Ability to manage multiple priorities and deadlines in a fast\-paced environment
• Sound judgment and ability to handle sensitive and confidential information
• Strong interpersonal and communication skills, with the ability to engage effectively with employees at all levels
• Proficiency in Microsoft Office and HR systems
• Ability to identify process gaps and implement practical solutions
• Customer\-service mindset with a focus on delivering a high\-quality employee experience

PHYSICAL DEMANDS**

• Ability to remain stationary for extended periods
• Ability to move within office and training environments as needed
• Regular on\-site presence is considered an essential function of this position due to the need for in\-person delivery of orientation and continued onboarding coordination for employees who report to physical worksites