Human Resources Security, Clearance and Compliance Specialist

Program/Department: Human Resources

Reports To: Chief Human Resources Officer (CHRO)

Work Location: 384 Bridge Street, Brooklyn, NY 11201 (Hybrid Eligible)

Position Type: Full-Time (35 Hours/Week)

Salary Range: $66,300 – $66,300 / year

Position Summary

Assigned to the Human Resources department and working closely with program operations and external stakeholders, the HR Compliance Specialist is responsible for overseeing, tracking, and executing all regulatory and funder-mandated workforce compliance requirements. This includes managing pre-employment background screenings, clearance workflows, and license/credential maintenance across multi-site programs funded through NYC/NYS city grant contracts. The Security, Clearance, and Compliance Specialist is responsible for the end-to-end personnel vetting, onboarding clearance, and regulatory audit readiness of all personnel across key regulatory systems and oversight bodies include the Office of Children and Family Services (OCFS), Department of Education (DOE PETS), Department of Youth and Community Development (DYCD), Department of Health and Mental Hygiene (DOHMH - SACC), Office of Mental Health (OMH), Office for People With Developmental Disabilities (OPWDD), and DHS Tier II Family Shelters. The Compliance Specialist also provides essential operational support to broader HR functions and external audit processes.

Key Responsibilities

1. Background Screening & Clearance Management

• Database Oversight: Administer and maintain candidate and employee clearance tracking within regulatory portals, including DOE PETS, OCFS / SCR (Statewide Central Register), DOHMH, DYCD, OMH, OPWDD, and CBC (Comprehensive Background Check) platforms.
• Pre-Employment Vetting: Oversee background screening processing (fingerprinting, criminal background checks, sex offender registry, Article 23-A assessments) for all incoming employees, interns, consultants, and volunteers prior to start dates.
• Regulatory Compliance: Ensure compliance with the NYC Fair Chance Act and NYS Executive Law / Article 23-A guidelines during candidate evaluations.
• Regulatory Tracking: Track and manage background clearance renewals, child care license updates, and mandatory recurring vetting steps across all covered programs.
• Staff Identification Management: Create employee Staff IDs
• IT & Systems Coordination: Partner with the Information Technology department to coordinate the creation of employee email credentials and ensure timely system access for new hires.
• Onboarding Coordination: Schedule and distribute new hire onboarding invitations, pre-employment communications to facilitate a seamless onboarding experience.
• Regulatory Account Administration: Establish and maintain background clearance and regulatory system accounts as the organization expands into new programs and funding sources, ensuring compliance with agency requirements.
• Fingerprinting Program Administration: Maintain fingerprinting authorization codes, billing accounts, and agency payment information to ensure uninterrupted scheduling and timely processing of regulatory background clearances.
• HR Operations Support: Provide cross-functional support to the HR team, including the HR Administrative Assistant, HRIS, Talent Acquisition, Benefits, and Payroll functions, to ensure efficient HR operations and continuity of services.
• Compliance Systems Administration: Serve as the primary point of contact for all compliance systems and regulatory platforms, providing user support, troubleshooting system issues, resolving employee compliance matters, and coordinating with oversight agencies to ensure uninterrupted operations and regulatory compliance.

2. Audit Preparation & File Integrity

• Audit Execution: Lead the collection and verification of personnel files for internal reviews and external audits conducted by city/state funding agencies throughout the year.
• File Management: Maintain accurate, confidential electronic personnel files (e-files) in accordance with record retention policies and funder audit guidelines.
• Quality Assurance: Conduct periodic internal audits of HR files and database records to identify and remediate compliance gaps proactively.

3. Stakeholder Collaboration & Advisory Support

• Subject Matter Expertise: Serve as the internal point of contact for changing city, state, and funder compliance standards, proactively communicating policy updates to program management.
• Training & Guidance: Develop and deliver training sessions for hiring managers and program directors regarding background clearance timelines, onboarding workflows, and compliance requirements.
• Vendor & System Management: Serve as primary liaison for electronic file systems and background check vendors; troubleshoot system issues and train HR team members on new tools.

4. HR Operations & Administrative Support

• Onboarding Alignment: Collaborate with the Talent Acquisition and Payroll teams to ensure smooth transition from clearance to onboarding in the HRIS (Human Resources Information System).
• Invoice Reconciliation: Review, verify, and process HR compliance-related invoices (e.g., fingerprinting, background checks, vendor fees) for timely payment.
• General HR Support: Assist with employment verification requests, HR metrics reporting, intern supervision support, and special HR projects as needed.

Qualifications

Required:

• Education & Experience:
  • Bachelor’s degree with 1+ year of related HR or regulatory compliance experience; OR
  • Associate’s degree with 3+ years of relevant HR compliance experience; OR
  • An equivalent combination of education and direct non-profit compliance experience.
• Regulatory Knowledge: Deep understanding of NYS OCFS School-Age Child Care (SACC), NYC DOE PETS, DOHMH, OMH, OPWDD, DHS Tier II Family Shelters, and summer youth program regulations.
• Technical Skills: Highly proficient with HRIS platforms, database management, digital recordkeeping, and Microsoft Office / Google Workspace suite.
• Communication & Detail: Exceptional organizational skills, high attention to detail, and excellent written and verbal communication abilities.
• Ethical Standards: Strong understanding of confidentiality, data security, HIPAA/FERPA standards, and privacy guidelines.

• Prior experience working within a multi-service NYC non-profit agency receiving city/state contract funding (DYCD, DHS, DOE, OCFS, PETS, OPWDD, OMH).

Brooklyn Community Services (BCS) is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Auxiliary aids and services are available upon request to individuals with disabilities.