HR Generalist and Fingerprinting/Background Check Compliance Specialist

Job Brief: ACES is seeking a detail-oriented and service-focused HR Generalist and Fingerprinting and Background Check Compliance Specialist to coordinate fingerprinting, pre-employment background-check, and FMLA support processes. The position safeguards confidential information, monitors completion and clearance requirements, maintains accurate records, supports audit readiness, and helps ensure that individuals do not begin work or service before required approvals are verified. The successful candidate will combine sound HR judgment, strong organization, careful follow-through, and respectful customer service while supporting additional Human Capital Development functions as assigned.

Duties and Responsibilities

Fingerprinting Operations

• Coordinate and perform fingerprinting services in accordance with authorized procedures, agency requirements, and applicable state and federal standards.

• Works closely with the fingerprinting liaison to ensure liaison schedules appointments, confirm identity and required documentation, collect applicable forms and fees, and explain the process and expected timelines.

• Maintain fingerprinting equipment and supplies, follow vendor and system protocols, troubleshoot routine issues, and escalate technical or submission concerns.

• Monitor submissions through completion, identify rejected or incomplete prints, coordinate reprints when necessary, and document follow-up actions.

• Support fingerprinting needs across ACES sites and approved partner-district initiatives, including occasional on-site or high-volume sessions.

Background Check Compliance

• Coordinate required criminal history, child protection, abuse and neglect, sex offender registry, professional credential, motor vehicle, and other role-specific checks, as applicable.

• Determine the required screening components for each position or assignment and verify completion before placement, assignment, or continued service.

• Track pending, completed, expired, and recurring checks; communicate deficiencies and deadlines; and follow through until each file is resolved.

• Follow established protocols when results require additional review and promptly refer potentially disqualifying, inconsistent, or sensitive information to the Director of Human Capital Development or serve as designee.

• Stay current on changes to laws, regulations, agency guidance, vendor procedures, and ACES policies affecting fingerprinting and background-check obligations.

• Help develop and consistently implement compliance checklists, decision pathways, standard operating procedures, and quality-control practices.

Records Management Confidentiality and Audit Readiness

• Maintain complete, accurate, and timely records in approved HR systems, tracking logs, and secure files while limiting access to authorized personnel.

• Protect criminal history and other sensitive information in accordance with confidentiality, privacy, records-retention, and information-security requirements.

• Conduct routine file reviews and reconciliations to identify missing documentation, duplicate records, data discrepancies, overdue clearances, and process gaps.

• Prepare reports and supporting documentation for internal reviews, state or federal audits, leadership requests, and compliance monitoring.

• Document actions and communications clearly so that each clearance decision and follow-up step can be verified.

Candidate Employee and Stakeholder Support

• Provide clear, respectful, and timely guidance to candidates, employees, administrators, contractors, volunteers, and partner-district contacts regarding screening requirements and next steps.

• Collaborate with recruiters, hiring managers, Payroll, Information Technology, administrators, and other HCD team members to support timely and compliant onboarding.

• Communicate delays, missing items, and clearance restrictions without disclosing confidential information beyond what is necessary and authorized.

• Respond to questions and concerns with professionalism, cultural responsiveness, sound judgment, and a problem-solving approach.

Human Resources Generalist Support

• Support onboarding, employee records, employment verifications, policy administration, compliance communications, and other core HCD operations as assigned.

• Participate in process-improvement projects, training, cross-training, and departmental initiatives that strengthen service delivery and regulatory compliance.

• Assist with employee relations matters or confidential fact gathering when directed and within the scope of the position. This may include investigations for Department of Developmental Services.

• The Director of Human Capital Development or designee may redirect the employee to other important departmental priorities as needed.

FMLA and CT Paid Leave Administration Support

• Serve as an initial point of contact for employees and supervisors seeking information about FMLA and related leave processes, forms, timelines, and responsibilities.

• Provide required forms and notices, monitor medical certifications and supporting documentation, and maintain accurate leave-tracking records.

• Coordinate approved leave information with Payroll, Benefits, supervisors, and other authorized staff while protecting confidential medical information.

• Track intermittent and continuous leave usage, recertification dates, expected return dates, and required fitness-for-duty documentation.

• Prepare routine correspondence and refer complex eligibility, designation, accommodation, return-to-work, or compliance questions to the Director of Human Capital Development or designee.

• Support timely follow-up with employees before, during, and at the conclusion of leave to promote clear communication and a coordinated return to work.

Organizational Culture and Collaboration

• Promote a culture of accuracy, accountability, inclusion, continuous improvement, and responsive service.

• Interact positively and professionally with stakeholders and represent ACES through dependable attendance, appropriate conduct, and timely completion of duties.

• Participate in assigned training and staff development and maintain any authorization or certification required to perform fingerprinting duties.