Talent Operations Specialist

ABOUT THE CAMPAIGN FINANCE BOARD The Campaign Finance Board is a nonpartisan, independent city agency that empowers New Yorkers to have a greater impact on their elections. Our mission is to make local democracy more open, transparent, and equitable by removing barriers to participation. We make it easier for New Yorkers to vote, meaningfully support candidates for city office, and run for office themselves. NYC Votes, our voter engagement initiative, meets people where they are to share trustworthy election information and help New Yorkers make a plan to vote. We publish the citywide Voter Guide, which delivers information about candidates directly to voters’ doors. Our public matching funds program ensures small contributions can make a big difference, allowing regular people to run for office by relying on the support of other regular people, not just wealthy donors and special interests. And we lift the veil on how candidates raise and spend money, increasing transparency and accountability in local government. We believe that when every New Yorker is empowered to participate meaningfully in elections, candidates will better reflect the communities they serve, elected leaders will be more accountable to the public, and New Yorkers will have a democracy they can truly trust. ABOUT THE UNIT The People and Engagement Division is responsible for the agency's systems, policies, and resources that work to shape engagement and the employee experience at the CFB. The division encompasses multiple units including the Equal Employment Opportunity (EEO) unit, People and Culture unit, the Learning and Development unit, and the Labor Relations, Timekeeping, Payroll, Benefits and Compliance unit. Its work spans the entire employee lifecycle; from recruitment and selection, onboarding, to workplace culture, succession planning, learning and development, and organizational restructuring. The Division also manages employee and labor relations, payroll, timekeeping, offboarding, and benefits administration. Together we work to build people systems that allow for a positive employee experience and workplace culture. The People & Culture Unit serves as an internal strategic partner dedicated to supporting employees and advancing the agency across every stage of the employee lifecycle. The unit delivers comprehensive HR-based solutions in the areas of talent operations, employee growth and development, and organizational culture. Its work begins with recruitment and selection and extends through onboarding, employee engagement, career development, workplace culture, and more. The team is committed to fostering an inclusive, collaborative, and high-performing work environment where employees can thrive and grow professionally. Through data-informed practices and people-centered strategies, the unit helps strengthen the CFB while ensuring alignment with the CFB's goals, values, and overall mission. By balancing operational excellence with employee support, the People & Culture Unit Department plays a critical role in building a resilient, engaged, and future-focused workforce. JOB DESCRIPTION The Talent Operations Specialist reports to the Talent Operation Manager. This role will support the full recruitment lifecycle at the CFB, from workforce planning and sourcing through selection and hiring serving as one of the agency's talent acquisition experts within the People & Culture department. The role develops and executes sourcing strategies to build diverse, qualified talent pipelines, partners closely with hiring managers on recruitment plans and hiring packets, and manages day-to-day operations including job postings, screening, interviews, and offer coordination. It also uses recruitment data and analytics to improve hiring efficiency and inform workforce planning, while integrating principles around fairness, equity, and inclusion, ensuring compliance with NYC civil service requirements, and the NYC EEO Policy throughout the process. Beyond individual searches, the specialist acts as a strategic advisor to hiring managers, delivering high-quality service to candidates and stakeholders while keeping vacancies moving within established timelines. By helping to build the team that carries out the agency's work, this role directly strengthens the CFB's ability to safeguard fair, transparent elections for all New Yorkers. The responsibilities and tasks to be completed in this role include, but are not limited to: Proactive Sourcing & Talent Pipeline Development - Maintain relationships with external recruitment vendors to ensure effective sourcing for current vacancies and pipeline roles, partnering closely with vendors on hard-to-fill positions. - Execute sourcing strategies to build strong, diverse talent pipelines using LinkedIn Recruiter, Boolean search queries, high-traffic and reputable job boards, professional associations, and other - talent databases. - Build and nurture a passive candidate pipeline for recurring and high-volume roles within the agency. - Building diverse pipelines through partnerships with colleges, professional associations, and community-based organizations (not just databases/LinkedIn). - Partnering with the Director of EEO/Accessibility to integrate EEO best practice and guiding principles into sourcing and selection - Use the SmartRecruiters platform to strengthen talent pipelines by identifying and tagging high-potential candidates from previous applicant pools. - Support projects to improve and update sourcing and pipeline development policies and procedures. Full Cycle Recruitment & Candidate Experience - Lead and facilitate recruitment intake meetings with hiring managers to review hiring packet templates, explain the recruitment process, and determine the level of support needed throughout each search. - Coach hiring managers through the hiring packet process, advising on salary, key responsibilities, hiring exercises, and how each document ties into the broader recruitment policy and process. - Collect job-related data points during intake (responsibilities, knowledge, skills, abilities, and other role requirements) to draft accurate hiring packets and guide hiring managers through packet submission and approval. - Provide end-to-end support to hiring managers, including candidate screening, interview scheduling, and candidate communication. - Conduct screening interviews to evaluate candidates' technical fit, alignment with company values, and other role requirements. - Serve as the primary point of contact for candidates, ensuring timely status updates and professional rejection communications that maintain goodwill. - Maintain regular touchpoints with high-potential candidates throughout the recruitment process. - Guide hiring managers in submitting hiring proposals for finalists. - Coordinate the logistics of hiring exercises, and ensure all scheduled screenings are completed on time. - Support the extension of offers and serve as liaison for salary negotiations between finalists and hiring managers. - Ensuring compliance with NYC civil service requirements and recruitment policy throughout the process - Proactively advising hiring managers (consultative, not just reactive support) - Maintaining confidentiality and ethical recruitment standards - Provide support with project to improve/update recruitment & candidate experience policies and procedures Recruitment Data & Systems Management - Maintain the agency's Monday.com hiring board, ensuring recruitment status updates for each assigned vacancy are entered by the end of the week they occur and that all required data fields and tasks are kept current within hiring timelines. - Ensure SmartRecruiters is utilized accurately and kept up to date, with all applicants correctly placed in their appropriate recruitment stage. - Train hiring managers on how to use SmartRecruiters and its communication tools to move candidates through the process. - Managing NYCAPS position actions (opening/closing/canceling postings) with full accuracy - Use recruitment analytics (time-to-fill, source effectiveness, offer acceptance) to improve process efficiency and inform workforce planning, and presenting insights to leadership. - Support projects to improve recruitment data management policies and procedures. - Post approved vacancy announcements through NYCAPS and maintain external job postings across job boards and platforms (e.g., Indeed, Idealist, Handshake, Simplicity, diversity-focused sites, LinkedIn, and relevant newsletters). - Keep approved hiring packets organized within the People & Culture SharePoint system, and ensure interview notes, scores, hiring exercise results, and scoring matrices are collected from panelists and hiring managers and properly filed. Onboarding Transition - Ensure a seamless handoff of finalist information to the Talent Operations Coordinator once a candidate accepts an offer, confirming onboarding kicks off within 24–48 hours. - Confirm that offer letters and onboarding documents are sent promptly and check in throughout onboarding to ensure a smooth process and resolve any roadblocks. - Assist with conducting new employee orientation. - Support projects to improve and update onboarding policies and procedures. MOST ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES & OTHER BEHAVIORS (KSAOs) We're seeking individuals eager to make an impact, even if they don't tick every box on our job description. We believe in the power of diverse perspectives and the unique blend of lived experiences, non-traditional education pathways, practical know-how, and a variety of skills and abilities that each candidate brings to the table. If you're ready to learn and grow with us, we encourage you to apply and be part of our dynamic team. Knowledge - Knowledge of recruitment processes & best practices including sourcing, screening, interviewing, and onboarding. - Knowledge of NYC labor laws, NYC EEO policy, and guiding principles of, diversity, inclusion, and intersectionality in the workplace. - Knowledge of structured interviewing techniques and selection best practices sufficient to coach and train hiring managers across the agency. - Knowledge of NYCAPS (NYC Automated Personnel System) for position management, including opening, closing, and canceling job positions with 100% accuracy. - Knowledge of external job boards and sourcing platforms such as SmartRecruiters, LinkedIn Recruiter, Dice, Indeed, Idealist, Handshake, Simplicity (CUNY), and DCAS e-hire. - Knowledge of onboarding documentation standards, including checklist preparation, welcome package assembly, and accurate maintenance of onboarding spreadsheets. Skill: - Skill in written and verbal communication to engage staff, agency partners, candidates, and hiring managers; drafting and sending accurate, timely onboarding checklists to hiring managers. - Skill in coordinating and scheduling Day 1 orientation, including preparing communications and ensuring all logistics are in place prior to a new hire's start date. - Skill in written and verbal communication to maintain regular, clear, and timely updates with hiring managers throughout the recruitment process. - Skill in using various types of data sources like Power BI, Tableau, and other data systems, formats, and tools such as spreadsheets, databases, and dashboards. - Skill in developing and maintaining job descriptions, recruitment materials, and scoring rubrics that ensure consistency and fairness in candidate evaluation. - Skill in developing, updating, and continuously improving onboarding templates and process documentation in partnership with the People and Culture Jr. Manager. - Skill in gathering, synthesizing, and acting on post-hire feedback from hiring managers within a timely manner, and translating that feedback into measurable process improvements. - Skill in consultative recruitment support practices, proactively advising hiring managers on best practices rather than reactive responding to requests. - Skill in conducting interviews and evaluating qualifications and making informed hiring recommendations. - Skill in guiding new hires and hiring managers through the onboarding process, ensuring alignment with the strategic needs of the unit. Ability: - Ability to manage multiple concurrent onboarding cases while maintaining accuracy in tracking spreadsheets, updated on a weekly basis. - Ability to build strong, collaborative partnerships with hiring managers across departments, grounded in trust, responsiveness, and role expertise. - Ability to build and maintain a pre-qualified candidate pipeline for recurring or critical agency roles. - Ability to make sound hiring recommendations that align with agency mission and values. - Ability to conduct intake meetings with hiring managers prior to sourcing, ensuring clear role definition and alignment before searches begin. Other Characteristic(s): - Maintains confidentiality and upholds ethical recruitment standards. PREFERRED QUALIFICATIONS These are qualifications that would be helpful but are not essential to being successful in the role. Candidates with these qualifications will be given preference in the selection process. - SHRM-CP or PHR - LinkedIn Recruiter certification or equivalent sourcing platform certification - NYC Public-sector / civil service experience ____________________________________________________________________________________ APPLICATION INSTRUCTIONS While completing the application, candidates are invited to provide a cover letter via “attachment” or the “Message to the Hiring Team” field on SmartRecruiters. ANALYST CFB AL 2&3 ONLY - 0660A - A bachelor’s degree from an accredited college including or supplemented by at least twelve-semester credits (or the equivalent of twelve-semester credits) in accounting, auditing, business or public administration, computer science, economics, finance, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related area of study and one year of satisfactory full-time experience in accounting, auditing (including compliance or investigative auditing), business or public administration, business analysis, computer science, database administration, economics, finance, fiscal or economic management or research, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related field; or - A four-year high school diploma or its educational equivalent and five years of experience as described in “1” above; or - Education and/or experience equivalent to “1” above. The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.