Background Check Specialist

POSITION SUMMARY:

The HR Background Check Specialist is responsible for managing the full scope of background investigations, suitability determinations, and documentation for all staff, contractors, and volunteers serving within Rancho San Antonio. This role ensures full compliance with the Office of Refugee Resettlement (ORR), HHS, and state regulations, including FBI fingerprint checks, Child Abuse/Neglect (CA/N) registry checks, DOJ Sex Offender Registry searches, and ORR Central Registry reviews. The Specialist verifies and adjudicates all background check results, maintains documentation, and performs Quality Assurance (QA) reviews of every personnel file before submission to ORR. This position is critical to ensure that all individuals working in child-facing roles are thoroughly vetted, suitable, and approved by ORR before beginning employment.

ESSENTIAL DUTIES:

• Coordinate and manage all background checks required under ORR and state regulations, including FBI fingerprinting, CA/N registry checks (for all states of residence within the past five years), DOJ Sex Offender Registry searches, and annual ORR Central Registry updates.
• Ensure all adjudication notes, suitability determinations, and clearance documentation are maintained in each personnel file.
• Submit background check packages and results to ORR for review and approval before any employee, contractor, or volunteer begins child-facing duties.
• Perform QA checks on every personnel file prior to ORR submission to confirm compliance with documentation standards.
• Conduct re-checks every five years—or more frequently if required—to maintain staff eligibility.
• Lead the suitability process to identify and select qualified, safe, and competent individuals for child-facing roles.
• Ensure sexual abuse prevention is integrated into the applicant screening process, including written acknowledgment of Rancho San Antonio's sexual abuse prevention and reporting policies.
• Provide each applicant with the ORR Staff Code of Conduct and secure signed acknowledgment prior to hire; maintain copies in personnel files.
• Oversee the use of structured written applications that gather comprehensive information about applicants' employment history, volunteer experience, and conduct.
• Ensure professional reference checks include inquiries about any substantiated allegations of sexual abuse or harassment, disciplinary actions, or resignations during pending investigations.
• Document all efforts to contact prior employers, particularly those providing direct child access, and maintain a record of findings in personnel files.
• Ensure written applications include questions regarding any prior misconduct, including civil or criminal convictions, arrests, investigations, or adjudications.
• Manage the provisional hiring process when CA/N results are delayed, ensuring all required ORR conditions are met.
• During evaluations and promotion reviews, confirm that employees disclose any new misconduct since their last background investigation.
• Document these inquiries and staff responses in personnel files.
• Ensure no employee, contractor, or volunteer involved in sexual abuse, sexual harassment, child endangerment, or violent offenses remains in service.
• Maintain a tracking system for all background checks, renewals, and re-investigations, producing weekly compliance reports for HR leadership and quarterly audit summaries for QA.
• Ensure all documentation aligns with ORR Section Staff Code of Conduct) and Section Employee Performance Evaluations and Promotion Decisions).
• Ensure all personnel files are audit-ready for ORR, HHS, or licensing reviews.
• Participate in and conduct ongoing training on ORR suitability standards, prevention of sexual abuse and harassment, and misconduct reporting protocols.

· May perform other duties as assigned.

QUALIFICATIONS EDUCATION/EXPERIENCE:

· Base technical skills in Microsoft applications to include Excel, Word, and Smartsheet's

• Minimum of a high school diploma or GED required.
• Associate or bachelor's degree in human resources, Business Administration, or a related field preferred.
• Minimum of three (3) years of experience in human resources, compliance, or investigative coordination, preferably in a federally funded or child welfare environment.
• Knowledge of ORR, federal, and state background investigation requirements, including CA/N registry, FBI fingerprinting, and personnel adjudication processes preferred.
• Bilingual (English/Spanish) preferred.

CORE COMPENTENCIES: Examples listed in each category are NOT an all-inclusive list of specific tasks, which may vary by shift, program, and assignment.

1. Compliance and Regulatory Expertise: Compliance and Regulatory Expertise focus on understanding, interpreting, and applying laws, regulations, and standards to ensure agency and program operations remain compliant with federal, state, and contractual requirements.

· Demonstrates thorough knowledge of ORR, HHS, and state background investigation requirements, including FBI fingerprinting, CA/N registry checks, and ORR Central Registry protocols.

· Ensures all personnel vetting, documentation, and suitability determinations meet ORR standards for child safety and workforce eligibility.

· Monitors compliance with Title 22, agency policies, and ORR Sections Staff Code of Conduct) and Employee Performance Evaluations and Promotion Decisions).

· Prepare audit-ready records for internal and external reviews, including federal monitoring and licensing inspections.

2. Analytical and Investigative Skills: Analytical and Investigative Skills focus on gathering, verifying, and evaluating information to support sound decision-making, identify risk, and ensure accuracy and accountability in background screening processes.

· Collects and analyzes applicant data, prior employment history, and reference checks to identify potential red flags and suitability concerns.

· Applies logic and evidence-based assessment in adjudicating complex background findings or discrepancies.

· Maintains and utilizes tracking systems to monitor deadlines, renewals, and compliance milestones.

· Translates data and audit results into actionable insights to strengthen program compliance and risk mitigation.

3. Ethical Judgment and Confidentiality: Ethical Judgment and Confidentiality focus on ensuring fairness, integrity, and discretion in all compliance and personnel-related actions.

· Handles sensitive information and investigation results with the highest level of confidentiality and professional ethics.

· Applies impartial judgment in suitability determinations, ensuring that all decisions reflect child safety and agency integrity.

· Upholds professional standards when communicating findings, resolving discrepancies, or reporting misconduct.

· Promotes a workplace culture that reinforces accountability, transparency, and adherence to the ORR Staff Code of Conduct.

WORKING CONDITIONS:

Full-time position; may require occasional evening or weekend hours.
Office-based with some interaction across departments and with external agencies.
Must pass all required background checks and clearances.

ADDITIONAL QUALIFICATIONS:

All hired staff must (at the minimum) meet the following requirements:

• Aged at least 21 years

• Valid California Driver's License must be cleared by DMV record check, and proof of

auto insurance required.

1. Must fulfill all requirements of employment, including clearance of all required background records (e.g., Department of Justice, Child Abuse, California Community Care Licensing, County Sanction List, etc.), professional reference checks, physical examination with TB test, vaccinations (or authorized exemptions), and drug screening.

2. Able to show proof of immunity to vaccine-preventable diseases transmitted by the respiratory route if working directly with UC:

· Varicella: two doses of varicella vaccine (at least 4 weeks apart) OR born in the United States before 1980 with a reported history of chickenpox (verified by an adult present at the time of illness) OR titers indicating varicella immunity OR documentation from healthcare provider verifying previous infection.

· MMR: two doses of MMR vaccine (at least 4 weeks apart) OR titers indicating immunity to all three diseases

· DTaP or DTap: Complete primary vaccination series. If primary vaccination series completed in childhood, one DTaP dose in adulthood.

· Influenza: one dose annually during flu season.

Must have the visual, physical, and technical ability to independently operate a variety of office

equipment including the use of a computer. All agency employees, regardless of position, serve

as role models for clients, staff, and members of the community. Therefore, each employee must always be emotionally stable and able to function effectively with children, adolescents and adults who may have mental or behavioral health problems. They must be able to demonstrate appropriate expression of emotions, as well as appropriate role modeling. Hostility, aggression and unnecessary or inappropriate physical actions as well as inappropriate emotional expressions are

not acceptable.

PHYSICAL REQUIREMENTS:

In the course of performing this job, the incumbent must be able to lift heavy objects and be able to interrupt physical altercations. Will also require bending, stooping, filing, frequent sitting, twisting, typing, talking, hearing and repetitive motions. Occasional traveling, driving, walking, standing, grasping, pulling, pushing, and reaching. The work environment characteristics, and physical requirements described here are representative of those an employee encounters while performing work in this position. Upon request, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and physical requirements, unless doing so would create undue hardship for the company.

This may not be an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the position. While this job description is intended to be an accurate reflection of the current position, management reserves the right to revise the job description to require that other different tasks be performed when circumstances change (e.g., emergencies, changes in workload, business needs, facility, or technical advances).

On occasion staff in this position may be required to work scheduled or unscheduled overtime. All overtime hours must be approved in advance.

Rancho is designated as an Essential Workplace, as such staff are required to complete all job duties as indicated above during emergency events, Pandemic/Epidemic Outbreaks and/or Disasters.

MENTAL DEMANDS:

The incumbent in this position must be able to accommodate any or all of the following: distractions, interruptions, uncontrollable changes in priorities and work schedules, and providing leadership and decision-making in stressful or emotionally-charged situations.

CONFIDENTIALITY AND NON-DISCRIMINATORY PRACTICES:

Employees are expected to keep all sensitive medical and mental health information confidential in accordance with Health Insurance Portability and Accountability Act (HIPAA).

Rancho San Antonio (RSA) is an equal opportunity agency committed to practices and treatment that are free of discrimination and harassment based on actual or perceived race, ethnic group identification, ancestry, national origin/tribal identity, color, religion, sex, age, sexual orientation, marital status, gender identity and gender expression, mental or physical disability, medical condition, or HIV status. Rancho San Antonio staff are expected to be welcoming and affirming to all youth and families.

Job Type: Full-time

Pay: $ $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Work Location: In person