Applicant Tracking and Onboarding System

The Vendor is required to provide a modern, comprehensive, and integrated talent management solution to streamline our hiring and new hire onboarding processes.
- The ideal solution will include full configuration, implementation, testing, and comprehensive training to ensure a smooth transition. We expect a dedicated client success partner, ongoing technical and maintenance support to guarantee the system's continued success.
- This new solution must enhance the experience for all users—candidates, hiring managers, and our human resources team—by providing a seamless and efficient workflow. 
- A key component of this is the ability to digitally collect, manage, and store all necessary new hire documentation and forms, as well as any relevant information from hiring managers. 
- This will reduce the administrative burden and ensure a complete and accurate record for every employee.
- Require an intuitive, single-sign-on, cloud-based platform that can handle the entire recruitment lifecycle, from initial application to final onboarding.
- System requirement:
•    System has a user-friendly, intuitive interface that ensures a simple and accessible application process compliant with ADA standards.
•    System has a mobile-responsive design that offers the full functionality of the system for job seekers and hiring team members on a smartphone or tablet.
•    System includes a customizable candidate portal that provides a dashboard for candidates to log into and review their applications and status information.
•    System shall allow customizable application forms by position, enabling applicants to reuse personal and employment data from their initial submission and only answering posting-specific questions.
•    System includes ability to assign minimum screener questions per posting with AI-integration tool to screen applicants based on minimum qualifications.
•    System allows candidates to add as many work experience entries as they choose on the application form. Optional fields appear dynamically when the user clicks “Add more,” ensuring a streamlined experience for applicants who prefer to enter limited information.
•    System enables applicants to apply for multiple jobs at the same time without having to fill out a new application.
•    System enables applicants to upload, update, or add custom documents (e.g., resume, cover letter, certifications) for each job posting through the closing date, with all updates visible to hiring managers.
•    System enables save and return functionality for applicants.
•    System provides ability to designate certain application fields as required.
•    System will apply data validation to applicant-fillable fields (Social
•    Security number should be 9 digits and integer value).
•    System supports resume parsing and populates key data in the application including listing additional duties for each past employer with the ability to edit for accuracy.
•    System must automatically check for and flag potential duplicate applicant profiles based on unique identifiers (e.g., SSN, email, or combination of name/DOB) upon submission and provide an interface for
•    HR to merge or manage duplicates 
•    System provides automated and customizable rich-text email notifications triggered by status changes or actions, such as successful application submission, interview invitations, position closure, or job offer letters, ensuring consistent and professional applicant communication.
•    System enables SMS messaging for updates on application status on interview requests.
•    System allows for automated task assignment functionality that distributes tasks to the appropriate personnel according to predefined workflows and business rules, while allowing users to transfer or share ownership of tasks already in progress with a notification features to alert team members when a task is assigned, or feedback is needed.
•    System has ability to assign filters to site users to only see necessary job applications based on security group and location. This includes customized access capabilities.
•    System has ability to assign global filters based on security groups (to restrict access to certain postings or application types).
•    System provides role-based access control to employee data and features, ensuring sensitive information is protected.
•    System provides internal notes section restricted to HR on applicant profile (reference flags, ineligible for hire, background check, etc.) accessible based on user roles.
•    Supports background checking and/or integrates with third party background checking applications.
•    System allows for configurable permission/role-based system access to be managed by HR System Administrator.
•    System provides section for hiring managers to attach/submit interview results and candidate selection documents to HR privately within the job posting.
•    System allows hiring managers to submit hiring recommendations to HR, which automatically initiates customized candidate notifications, eliminating the need for manual follow-up actions.
•    System includes bulk actions menu that allows users to send interview invitations or application status updates to multiple candidates simultaneously.
•    System includes robust interview scheduling tool with functionality that allows hiring managers to coordinate interviews for multiple positions on the same day, while integrating with enterprise calendar applications (Outlook preferred) to check interviewer availability and send meeting invitations, including Zoom or MS TEAMS interviews.
- Recruitment Activity Management
•    Customizable career site that allows for district branding and information.
•    Provides a centralized, user-friendly dashboard for HR and hiring managers to view all job postings and associated applications, searchable by job title or posting ID, with advanced search functionality (e.g., keyword, category) and intelligent role suggestions based on candidate skills.
•    Dashboard supports filtering and sorting on all fields including custom fields.
•    Automatically screens and removes applicants who fail to meet the posting’s minimum requirements.
•    Candidate Relationship Management (CRM) feature that allows recruiters to build and nurture talent pools of passive candidates for future roles.
•    Able to automatically or manually post to all major and industry-related external job boards.
•    Allows anyone to share job postings via email, social media networks, etc.
•    Internal notes section to capture and store historical hire information within each job posting.
•    Supports ability for hiring managers to create, edit and duplicate requisition forms.
•    The system must assign a unique, static Requisition/Job ID upon creation of the requisition, and this ID must persist through the entire process, including integration with the ERP
•    Supports real-time job postings, both for initial listings and for updates or corrections.
•    Supports a customizable approval workflow for requisitions and job postings, with collaboration features that allow multiple users to work together to complete the requisition process.
•    Provides ability to track statuses of requisitions (e.g., pending approval, open, filled).
•    Ability to attach a job description to postings.
•    Ability to create job posting templates for ease of posting.
•    Supports continuous pool postings or evergreen postings.
•    Automated notifications are sent to hiring managers once candidates have passed HR screening and are referred for their job postings.
•    The system leverages intelligent matching to connect candidates whose experience, skills, or attributes best align with the position requirements.
•    Provide HR staff with an administrator tool to securely and permanently merge duplicate candidate profiles into a single master record, ensuring all application history is preserved under one ID. This tool must include an audit trail.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: October 17, 2025