Staffing Specialist Job Description Template

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Staffing Specialist Job Description Template

What is a Staffing Specialist?

Staffing specialists are responsible for recruiting, interviewing, hiring, and onboarding new employees. They ensure that the right candidates are matched with the right job openings, manage job postings, and coordinate with department heads to understand staffing needs.

A bachelor's degree in human resources or a related field is typically required. Strong communication skills and experience with applicant tracking systems are also essential.

Staffing Specialist Job Description Template

Job Brief

We are looking for a Staffing Specialist to manage our company’s short-term and long-term hiring needs.

Staffing Specialist responsibilities include advertising job openings across multiple channels, attending job fairs and coordinating interviews (both phone and in-person.) To be successful in this role, you should have an academic background in HR along with relevant work experience. If you’re interested in managing recruiting procedures, from attracting candidates to placing new hires, we’d like to meet you.

Ultimately, you will ensure our company recruits and retains qualified employees, while nurturing a healthy and productive work environment.


  • Advertise job openings across multiple channels (e.g. job boards, careers pages and social platforms)
  • Coordinate with department managers and team leaders to identify current and future hiring needs
  • Attend job fairs and organize in-house recruitment events
  • Manage candidates’ information (e.g. resumes and contact details) in our Applicant Tracking System
  • Conduct pre-employment screening, like getting references and performing background checks
  • Prepare monthly, quarterly and annual hiring status reports
  • Design procedures for each hiring stage, including assessments and interview questions
  • Liaise with college alumni associations
  • Ensure proper onboarding for new hires


  • Proven work experience as a Staffing Specialist, Staffing Coordinator or similar role
  • Familiarity with Applicant Tracking Systems (ATSs) and resume databases
  • Experience with interviewing and evaluating candidates (using phone/Skype screening, structured interviews and tests)
  • Solid organizational skills with the ability to maintain updated physical and digital employee records
  • Excellent communication skills
  • Good knowledge of labor legislation
  • BSc in Human Resources Management or relevant field

What does Staffing Specialist do?

A Staffing Specialist is responsible for sourcing, recruiting, and selecting candidates to fill job openings within an organization. On a day-to-day basis, their tasks may include:

  1. Job postings: Writing and posting job advertisements on various job boards and social media platforms.
  2. Candidate sourcing: Proactively searching for potential candidates through online databases, social media platforms, and professional networks.
  3. Resume screening: Reviewing resumes and applications received, assessing candidates' qualifications, and shortlisting potential candidates.
  4. Pre-screening: Conducting phone or video interviews to assess candidates' qualifications, experience, and cultural fit.
  5. Interview coordination: Scheduling and coordinating interviews between candidates and hiring managers, ensuring all parties are available and well-prepared.
  6. Candidate assessment: Administering and evaluating skills tests, cognitive assessments, and other pre-employment tests as required.
  7. Reference and background checks: Conducting reference checks with previous employers and verifying candidates' educational and professional credentials.
  8. Candidate communication: Keeping candidates informed about their application status, providing feedback, and answering their questions.
  9. Applicant tracking: Maintaining accurate and up-to-date candidate data within an applicant tracking system (ATS) or a similar database.
  10. Hiring recommendations: Collaborating with hiring managers to recommend the most qualified candidates for job offers.
  11. Job offer negotiations: Assisting in the negotiation of employment terms and ensuring timely delivery of job offers to selected candidates.
  12. Onboarding: Facilitating the onboarding process by providing necessary information to new hires and guiding them through paperwork completion.

The specific tasks can vary depending on the organization and industry, but these are some of the typical responsibilities of a Staffing Specialist on a day-to-day basis.

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