Job Description

Lutheran Services Florida (LSF) envisions a world where children are safe, families are strong, and communities are vibrant.

LSF is seeking a talented Background Check Specialist who wants to make an impact in the lives of others.

Purpose and Impact:

The Background Check Specialist is responsible for managing and conducting the background check investigation and staff vetting process in accordance with organizational policies and requirements from the Office of Refugee Resettlement (ORR). This includes oversight of Protection from Sexual Exploitation and Abuse (PSEA) clearance requests, suitability determinations, and all required background screenings. This role ensures that all staff and volunteers are fully cleared prior to engaging in duties.

Essential Functions:

• Manage and conduct the background check and staff vetting process for all employees and volunteers in accordance with organizational policies and ORR requirements.
• Initiate, submit, and track all required background screening requests, including criminal history checks, child abuse and neglect registry checks, fingerprinting, and other mandated screenings.
• Prepare, submit, and track PSEA clearance requests to ORR, ensuring all required documentation is complete, accurate, and submitted within required timelines.
• Compile and maintain complete vetting files and conduct suitability assessments based on screening results in accordance with ORR and organizational standards.
• Ensure and verify that all required background checks, PSEA clearances, and suitability determinations are completed and approved prior to staff or volunteers having contact with youth or beginning duties.
• Conduct quality assurance reviews of all background screening documentation to ensure completeness, accuracy, and compliance prior to final clearance.
• Monitor and manage the status of all pending background checks and clearances; follow up directly with ORR and external agencies to ensure timely completion.
• Maintain accurate, complete, and audit-ready records of all background screening documentation, PSEA submissions, and suitability determinations in accordance with confidentiality and record retention requirements.
• Track and manage re-screening and re-clearance requirements, ensuring ongoing compliance with ORR and organizational standards.
• Identify, investigate, and resolve discrepancies or incomplete documentation and ensure timely corrective action.
• Prepare and submit reports related to background check status, compliance, and clearance timelines for internal leadership, audits, and monitoring.
• Serve as the primary point of contact for background screening and clearance processes, communicating requirements and status updates to program leadership and staff.
• Support and respond to internal and external monitoring, audits, and compliance reviews, providing documentation and explanation of vetting processes as required.
• Maintain strict confidentiality of sensitive personnel and background information in accordance with organizational policies and applicable privacy standards.
• Continuously evaluate and improve background screening processes to enhance efficiency, accuracy, and compliance with ORR requirements.
• Ensure adherence to all ORR staff vetting requirements, including PSEA clearance, suitability determinations, and pre-service clearance protocols.

Other Functions:

• Adapt to changing priorities, regulatory updates, and operational needs, and perform additional duties as assigned.
• Develop and maintain effective working relationships with internal staff, program leadership, and external agencies.
• Provide general guidance to staff regarding background check procedures and documentation expectations, as needed.
• Maintain a high level of organization and attention to detail while managing multiple tasks and deadlines.
• Support process improvement efforts to enhance efficiency and workflow.
• Communicate effectively with stakeholders regarding general process updates and expectations.
• Maintain professionalism and accountability in handling sensitive and time-sensitive information.
• Participate in meetings, trainings, and organizational initiatives as required.

Physical Requirements and Environmental Conditions:

• Ability to remain in a stationary position (sitting or standing) for extended periods while performing computer-based work.
• Frequent use of a computer, including typing, viewing screens, and operating standard office equipment (e.g., keyboard, mouse, telephone, copier/scanner).
• Ability to communicate clearly and effectively, both verbally and in writing, with internal staff, candidates, and external agencies.
• Ability to review and analyze detailed information, including reading digital and paper records, with close visual attention.
• Occasional movement within the facility to access files, attend meetings, or interact with staff.
• Ability to lift and carry light items (typically up to 10–15 pounds), such as files or office supplies.
• Work is primarily performed in an indoor office or administrative setting within a youth residential program.
• Environment includes moderate noise levels typical of an office with periodic interruptions.
• Regular interaction with staff, applicants, and occasionally youth program personnel in a professional setting.
• May involve exposure to sensitive or confidential information requiring discretion and adherence to privacy standards.
• Work may require managing multiple deadlines and priorities in a fast-paced environment.
• Limited exposure to residential program areas; however, occasional presence in youth-serving environments may occur.
• Standard work schedule with potential for occasional extended hours to meet compliance deadlines or hiring needs.
• The organization will provide reasonable accommodations to enable qualified individuals with disabilities to perform the essential functions of this position, unless doing so would cause an undue hardship.

Education:

• High school diploma or equivalent required.
• Associate degree or coursework in business administration, human resources, criminal justice, or a related field preferred

Experience:

• Minimum of one (1) year of relevant work experience required.
• Experience in administrative support, compliance, human resources, or background screening processes preferred.
• Experience managing or coordinating background check requests, clearance processes, or similar documentation workflows preferred.
• Experience working with sensitive or confidential information required.
• Experience working in a regulated environment with established timelines and compliance requirements preferred.

Knowledge, Skills & Abilities:

• Strong attention to detail and accuracy, with the ability to review and verify documentation for completeness and compliance.
• Strong organizational and time management skills, with the ability to manage multiple background check requests and meet strict deadlines.
• Knowledge of compliance processes and ability to follow regulatory requirements and established procedures.
• Effective written and verbal communication skills, with the ability to clearly communicate requirements and status updates to stakeholders.
• Proficiency in Microsoft Office applications, including Excel, Word, and Smartsheets.
• Ability to maintain strict confidentiality and appropriately handle sensitive personnel and background information.
• Strong problem-solving skills, with the ability to identify discrepancies, resolve issues, and escalate concerns as needed.
• Ability to track, monitor, and manage multiple processes simultaneously while maintaining accuracy and efficiency.
• Ability to work independently with a high level of accountability and ownership.
• Ability to adapt to changing priorities and regulatory requirements in a fast-paced environment.

Principal Accountabilities:

• Team player with co-workers and central service office staff.
• Cost effective program operations.
• Adherence to agency policies and management practices.

Why work for LSF?

LSF offers 60 programs across the state of Florida serving a wide range of populations in need. Mission Driven staff members become part of the LSF community while transforming the lives of those in need. Our staff additionally find growth opportunities as they explore areas of interest within the organization.

Amazing benefits package including:

• Medical, Dental and Vision
• Telehealth (24/7 online access to Doctors)
• Employee Assistance Program (EAP)
• Employer paid life insurance (1X salary)
• 13 paid holidays + 1 floating holiday
• Generous PTO policy (starting at 16 working days a year)
  • Note: Head Start employees paid time off and holiday schedule may differ
• 403(b) Retirement plan with 3% discretionary employer match OR 3% student loan repayment reimbursement
• Tuition reimbursement

LSF is proud to be an equal opportunity employer.

Lutheran Services Florida is mandated to perform background screenings for employment in accordance with the Florida Care Provider Background Screening Clearinghouse as outlined in Section 435.12, Florida Statutes. Additionally, pursuant to House Bill 531 (2025), Lutheran Services Florida must ensure that all job vacancy postings and advertisements include a clear and conspicuous link to the AHCA Clearinghouse website and its requirements. For more information on background screening requirements please visit: https://info.flclearinghouse.com