Talent Acquisition Operations Specialist

Facilitate the background screening process to ensure candidate and vendor complete tasks timely by following up on incomplete background screening steps, contacting organizations and agencies to verify accuracy of information and timely response to inquiries, and providing status updates to candidates, recruiters, and hiring managers. Job Purpose & Scope: The Talent Acquisition Operations Specialist is an integral part of our Talent Acquisition team, providing essential administrative support and coordination to ensure a smooth and efficient recruitment process and positive experience for both hiring managers and candidates.

Why Bank OZK?:

Founded on a legacy of more than 120 years in banking, Bank OZK is much more than just a company. We’re nationally recognized as an industry leader in financial services. That means we combine exceptional service with innovative technologies to deliver smart solutions to our clients across the country. We’re investing in small businesses, fueling economies in local communities and changing skylines in the largest cities across America. Here, we're not simply filling roles. We're fostering even greater careers.

 

The foundation for a great career starts with an exceptional team and a comprehensive benefits package. We believe in providing our dedicated team members with the best resources to support their physical, mental and financial wellbeing, including generous PTO, 401(k) matching, health, dental, vision (and pet!) insurance as well as special perks and discounts. Learn more about Bank OZK benefits.

 

Job Purpose & Scope:

The Talent Acquisition Operations Specialist is an integral part of our Talent Acquisition team, providing essential administrative support and coordination to ensure a smooth and efficient recruitment process and positive experience for both hiring managers and candidates. In this role, you will coordinate directly with a recruiter(s) and interact with numerous business lines to support the full lifecycle recruiting process from application to background screening to onboarding. You will also be responsible for maintaining and updating documents required for employment eligibility and/or licensure (e.g., Form I-9 and I-9 reverifications, Nationwide Mortgage Licensing System and Registry (NMLS) licenses) throughout an employee’s life cycle.

Essential Job Functions:

1. Maintain positions in the applicant tracking system, ensuring data accuracy, approved budgetary requirements, and compliance with OFCCP, EEO, DOL, and other state and federal compliance requirements, including data protection regulations and retention of records.

2. Coordinate and communicate regularly and effectively with the Talent Acquisition team and hiring managers to ensure all positions are posted accurately and timely. 

3. Assist in organizing and participating in recruitment events, job fairs, and other talent acquisition initiatives. 

4. Ensure all documentation related to candidate offers (i.e., offer letters, signing bonus agreements, vacation exceptions) is accurate and completed in a timely manner and according to agreed-upon standards and parameters, ensuring appropriate approval of offer terms and complete accuracy of all information contained in the candidate offer documents.

5. Serve as the primary point of contact for recruiters and background screening vendor throughout the background screening process (i.e., from the acceptance of an offer until the background screening is completed, and a candidate is approved to start work).

6. Facilitate the background screening process to ensure candidate and vendor complete tasks timely by following up on incomplete background screening steps, contacting organizations and agencies to verify accuracy of information and timely response to inquiries, and providing status updates to candidates, recruiters, and hiring managers.

7. Review candidate background information and identify any discrepancies requiring resolution in accordance with applicable regulations (i.e., EEOC, FCRA) and federal, state, and local laws; prepare review packages as necessary and escalate to management for adjudication according to Bank policy.

8. Organize and maintain records related to the background screening process.

9. Serve as the primary point of contact to maintain NMLS licenses by registering and deactivating employees, updating employee information, ensuring compliance with annual NMLS renewal requirements, and preparing and filing reports.

10. Facilitate the onboarding process for new hires, including gathering and processing new hire paperwork while ensuring a positive onboarding experience. 

11. Respond promptly to candidate and hiring manager inquiries and provide clear communication throughout the recruitment/onboarding process. 

12. Generate regular recruitment status reports for the Talent Acquisition team and leadership. 

13. Collaborate with other HR teams to identify, develop, and implement strategies to improve the overall candidate experience, demonstrating passion for and active engagement in planning and execution.

14. Assist in software and database management of assessment tool(s) including maintaining active employee designations, candidate profile administration, organization, and user permission management. 

15. Administer I-9 recertifications, obtain new/updated documentation, and maintain complete and accurate document management to ensure compliance.

16. Ensure compliance with applicable regulations, Bank policies, and federal, state, and local laws.

17. Actively promote the Bank’s values, mission, and vision by upholding the Bank’s culture of excellence and fostering a positive candidate and hiring manager experience.

18. Maintain good punctuality and attendance to work.

19. Follow Bank policy, procedures, and guidelines.

20. Perform other duties as assigned.

 

Knowledge, Skills & Abilities:

1. Knowledge of ATS software and/or other recruitment systems
2. Working knowledge of employment laws and regulations as they pertain to recruitment, background screening, NMLS and hiring
3. Ability to communicate effectively both verbally and in writing
4. Ability to demonstrate effective interpersonal skills and interact with individuals at all levels of the organization
5. Ability to demonstrate excellent customer service skills
6. Ability to demonstrate effective organization skills and attention to detail, manage multiple priorities and tasks, and demonstrate a sense of urgency to fulfill business objectives
7. Ability to demonstrate effective analytical, problem-solving, and critical thinking skills, especially as they relate to data analysis/reporting and process improvement

8. Ability to uphold strict confidentiality in handling candidate and employee information

9. Skill in using computer, Microsoft Office (i.e., Word, Excel, PowerPoint, Outlook), and applicable business systems, including ATS software and/or other recruitment systems

 

Basic Qualifications:

1. High school diploma or equivalent required; bachelor’s degree preferred
2. 2+ years’ experience in an administrative role in a professional work environment, including 1+ years’ work experience in a Human Resources function, required; employee onboarding and/or background screening experience preferred
3. 1+ years’ work experience and demonstrated proficiency in Microsoft Office (i.e., Outlook, Word, Excel) required
4. Proficiency in HR software tools, technology, and scheduling tools, preferred

Job Expectations:

Operate customary equipment and technology used in a business environment, with or without accommodation.

 

Notes: This description is not an exhaustive list of all job functions, duties, skills, and job standards required.  Other job functions, duties, skills, and standards may be added.  Management reserves the right to add or change the job requirements at any time.

This position is not eligible for employer-sponsored work authorization or immigration assistance. Applicants must be able to maintain authorization to work in the United States without current or future sponsorship by Bank OZK.

 

EEO Statement:

Bank OZK is an equal opportunity employer and gives consideration for employment to qualified applicants without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, disability status, protected veteran status, or any other characteristic protected by federal, state, and local law. Member FDIC.