HR Operations & Systems Specialist

Merge IT, LLC seeks a detail-oriented, technology-driven HR Operations & Systems Specialist to support the day-to-day operations, systems, and administrative processes of the Human Resources department.

This position coordinates employee onboarding, manages pre-employment screening and documentation, maintains accurate employee records across multiple HR and staffing platforms, and supports employment eligibility and compliance processes. The role also plays a key part in maintaining and improving HR systems, particularly Airtable, by managing databases, automations, integrations, and reporting tools that support HR, Recruiting, Sales, Payroll, and other business functions.

The ideal candidate is highly organized, comfortable working across multiple systems, able to troubleshoot technical issues, and committed to improving operational efficiency, data accuracy, and the employee onboarding experience., Onboarding and Pre-Employment Operations

• Initiate and manage onboarding workflows through Paycom, Scott Roberts, HireRight, First Advantage, Remote, and other applicable platforms.
• Monitor candidate onboarding progress and maintain accurate status updates in Prehire and associated systems.
• Prepare daily onboarding updates, including outstanding requirements, screening progress, documentation gaps, and issues requiring escalation.
• Communicate with candidates by phone and email to facilitate timely completion of onboarding requirements.
• Assist candidates with onboarding platforms, document uploads, electronic signatures, drug screening instructions, and technical issues.
• Coordinate employment and education verifications and follow up on outstanding documentation to help expedite background screening.
• Coordinate with screening providers to establish background screening packages, including international screening packages when required.
• Customize and maintain client-specific onboarding templates and agreements in Paycom.
• Review onboarding documents for completeness and route discrepancies or exceptions to the appropriate team member.
• Transition eligible candidates from onboarding to active employee status once required steps have been completed.
• Support a smooth and professional onboarding experience through consistent communication, timely follow-up, and issue resolution.

Employment Eligibility and Compliance Administration

• Complete and maintain Form I-9 documentation for applicable employees in accordance with established procedures and applicable requirements.
• Initiate and monitor E-Verify cases for applicable W-2 employees in accordance with company procedures and legal requirements.
• Track outstanding employment documentation and follow up on missing or incomplete records.
• Maintain organized and confidential employee documentation in accordance with company policies and applicable recordkeeping requirements.
• Support internal audits and reviews of onboarding records, screening documentation, and employee files.
• Escalate potential compliance issues, discrepancies, or missed deadlines to the Director of Human Resources.
• Review Certificates of Insurance (COIs) for applicable corporation-to-corporation (C2C) and independent contractor (IC) engagements and coordinate follow-up when documentation is missing or requires review.

HRIS and Employee Data Management

• Maintain accurate and up-to-date employee information across Paycom, Headcount, JobDiva, and other designated systems.
• Create, organize, and maintain electronic employee folders on the company shared drive.
• Review and upload employee agreements, onboarding documents, and other HR records into the appropriate systems.
• Process employee status changes, rehires, terminations, and other personnel updates in accordance with established procedures.
• Maintain estimated assignment end dates for active consultants in Headcount and follow up with the appropriate Resource Managers when updates are needed.
• Process approved billing and pay rate changes in Paycom and Headcount using the required Bill/Pay Change Forms.
• Verify that personnel data is consistent across systems and identify discrepancies requiring correction.
• Maintain accurate employee lifecycle records from onboarding through assignment completion or separation.
• Support data cleanup, reconciliation, and standardization initiatives to improve system reliability and reporting accuracy.

Employee, Candidate, and Manager Support

• Monitor and respond to inquiries received through the HR inbox, corporate phone line, voicemail, and other designated communication channels.
• Provide timely, professional assistance to employees, candidates, Resource Managers, and other internal stakeholders regarding onboarding, documentation, employment records, and HR processes.
• Complete employment and income verification requests related to housing, loans, unemployment claims, and other legitimate purposes, following established authorization and verification procedures.
• Provide Resource Managers with onboarding status updates and information needed to support their consultants.
• Coordinate with Payroll regarding employee record updates, approved pay changes, missing documentation, and discrepancies that may affect payroll processing.
• Escalate complex employee concerns, policy questions, and matters requiring management review to the Director of Human Resources.
• Maintain a high standard of professionalism, confidentiality, and responsiveness in all communications.

Payroll and Operational Coordination

• Support payroll operations by maintaining accurate employee data and timely documentation.
• Ensure approved Bill/Pay Change Forms are processed and reflected accurately in designated systems.
• Coordinate with Payroll and relevant business stakeholders to research and resolve employee data discrepancies.
• Assist with reconciliation of employee records and assignment information across HR and operational platforms.
• Maintain supporting documentation for personnel changes and other HR transactions.
• Identify recurring operational issues and recommend process improvements to reduce delays and errors.

Reporting, Documentation, and Continuous Improvement

• Prepare and maintain operational reports related to onboarding progress, screening status, employee records, assignment dates, and other HR activities.
• Maintain written procedures, checklists, templates, and reference materials for recurring HR operations.
• Assist with internal audits, data validation, process reviews, and special projects.
• Support the implementation of new HR systems, process enhancements, and technology initiatives.
• Identify inefficiencies and recommend practical improvements to workflows, communication, reporting, and data management.
• Perform other HR operations and systems-related duties as assigned., * Organization and attention to detail: Manages multiple workflows and deadlines while maintaining accurate records.
• Technical aptitude: Learns systems quickly and resolves routine technical and process issues.
• Problem-solving: Investigates discrepancies, identifies root causes, and recommends solutions.
• Communication: Communicates clearly and professionally with candidates, employees, managers, and external vendors.
• Confidentiality and discretion: Handles sensitive employee and business information appropriately.
• Time management: Prioritizes competing responsibilities in a fast-paced environment.
• Process improvement: Looks for opportunities to simplify procedures, improve data quality, and reduce manual work.
• Accountability: Follows through on assignments, documents actions, and escalates issues when necessary.
• Collaboration: Works effectively with HR, Recruiting, Sales, Payroll, MIS, and other internal teams.

Performance Expectations

Success in this position will be evaluated based on the employee’s ability to:

• Maintain accurate, timely, and complete onboarding and employee records.
• Follow up consistently on outstanding background screenings and onboarding requirements.
• Process employee status changes and approved pay or billing updates accurately.
• Complete assigned employment eligibility and documentation tasks within required timeframes.
• Maintain reliable Airtable workflows, automations, and data syncs.
• Respond to candidate, employee, and internal stakeholder inquiries in a timely and professional manner.
• Identify, investigate, and escalate discrepancies and system issues appropriately.
• Maintain confidentiality and follow established HR procedures and compliance requirements.
• Contribute to improved operational efficiency, data integrity, and the overall effectiveness of HR systems.

Work Environment

This position operates in a fast-paced, technology-driven staffing environment and requires regular interaction with candidates, employees, internal departments, and external service providers. The role requires managing multiple systems and priorities while maintaining accuracy, professionalism, and confidentiality.

• Associate or bachelor’s degree in Human Resources, Business Administration, Information Systems, or a related field preferred; equivalent relevant experience may be considered.
• Two or more years of experience in HR operations, HR administration, employee onboarding, HRIS support, or a related function preferred.
• Experience in staffing, consulting, or a high-volume onboarding environment is an advantage.
• Experience with Airtable, including bases, forms, automations, and data syncs, is strongly preferred.
• Experience with Paycom or another HRIS, as well as background screening platforms, is preferred.
• Familiarity with Form I-9, E-Verify, employment verification, and employee recordkeeping procedures is desirable.

Technical Skills

• Proficiency with Microsoft Office applications, particularly Excel, Outlook, and Word.
• Ability to navigate multiple HRIS, onboarding, background screening, and staffing platforms.
• Strong data management and data validation skills, with an emphasis on accuracy and consistency.
• Ability to troubleshoot workflow, automation, and system synchronization issues.
• Familiarity with database concepts, workflow automation, reporting, and process documentation.
• Ability to learn new technologies and systems quickly.

Merge IT, LLC is an equal opportunity employer. Employment decisions are made in accordance with applicable federal, state, and local laws.

Why Work with Merge IT? We don’t just connect people with jobs, we connect top IT talent with game-changing opportunities at some of the biggest names in tech, finance, healthcare, and more. Our team is passionate about helping you land the role that propels your career forward.

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Be You. With Us. Merge IT is an equal opportunity employer. We value diversity in all forms and are committed to creating a workplace where everyone can thrive. All employment is subject to verification of eligibility to work in the U.S. per federal law.

Your next opportunity starts here. Let’s make it happen.

Pay: $60,000.00 - $70,000.00 per year, * 401(k)

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance