Administrative Services Assistant

University of Kentucky; Lexington (KY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

The University of Kentucky is seeking an Employment Compliance Specialist to support hiring processes and the talent management system. You will verify I-9s, manage CDL compliance, ensure posters are current, and provide courteous HR support to applicants and hiring managers.

The role requires strong data skills, experience with reporting tools, and the ability to work both independently and in a team. This is a daytime on-site position with occasional evenings or weekends as business needs.

Responsibilities

• Employment Verification - Verify all I-9 forms are completed accurately and monitor expiration dates.
• CDL and Random Screening Compliance - main contact for CDL program, pre-employment screenings, and random screenings.
• Employment Compliance - ensure posters are current and serve as primary contact for rehire decisions.
• Technical Support/Customer Service - provide HR information to applicants and hiring managers, assist with system trainings and support tickets.
• Education and Communication - maintain I-9 guides and SOPs and create educational content for employment processes.
• Data and Information Management - build/run custom reports and analyze data for HR leadership and customers.

Skills

Data reporting

HR systems

Tools

Access & SQL Reporting

SAP (BW & HR)

Excel

Word

People Admin: Integrated Employment System (IES)

Job description

Required License/Registration/Certification

None

Physical Requirements

The essential job functions of this position require you to: communicate and work cooperatively with staff, faculty and applicants from diverse backgrounds; abide by University guidelines; maintain confidentiality; prioritize and manage work effectively; provide exceptional customer service; complete work with interruptions; ensure work is detailed, accurate and completed in a timely manner; perform work in a sedentary position, utilizing computer, keyboard, mouse and telephone the majority of the day; and work successfully in a team as well as independently.

Shift

Days; Monday - Friday;, 7:30 am - 4:30 pm;;will include occasional evenings & weekends per business needs.

Job Summary

This position will contribute largely to the compliance of various hiring processes and supporting the University of Kentucky's talent management system. Specific responsibilities include:

• Employment Verification - Verify all I-9 forms are completed accurately. Monitor I-9 expiration dates by running reports and notifying effected departments in advance of the expiration date. Facilitate I-9 renewal process and separate employees who I-9 documentation expires. Collaborate with Human Resources Compensation to resolve any I-9 issues. Maintain close communication with the International Center and the United States Citizenship and Immigration Services ( USCIS ). Be subject expert on I-9 process and conduct training sessions on an as-needed basis. Coordinate and complete E-Verification process for employees assigned to specific federal contracts.
• Commercial Driver's License ( CDL ) and Random Screening Compliance - Serves as main contact for daily administration of the CDL program. This includes completing pre-employment screenings, maintaining the driver qualification files with up-to-date records, completing random screens and managing the new driver training program. Work with CDL program administrator in order to stay current on new state and federal laws. In addition, provide random screening support for UK departments as required.
• Employment Compliance - Ensure the university has all of the appropriate and updated posters posted and order replacement posters as necessary. Additionally, this position will serve as the primary point of contact for the rehire consideration process and other compliance programs.
• Technical Support/Customer Service - Provide excellent customer service to applicants, prospective new hires, and hiring managers by answering HR questions as well as providing detailed information regarding the University's employment compliance requirements via phone, email and face-to-face interactions. In addition, provide technical support including approving new hiring manager user accounts, conducting system trainings and providing guidance on the proper hiring processes. Will also make corrections to errors discovered in the system by submitting support tickets to vendor and provide back-up system administration in the absence of the Employment Compliance Supervisor.
• Education and Communication - Maintain/update I-9 guides as well as all appropriate customer service Standard Operating Procedures ( SOPs ) to ensure all new practices and services are documented. Create educational content to update employment's website that effectively shares the process and compliance for 1) Employment Eligibility including both the I-9 process and any required E-Verification procedures; 2) Commercial Driver's License ( CDL ) program, 3) Employment Law posters; and 4) University of Kentucky's rehire consideration process.
• Data and Information Management - Build and run custom reports using MySQL, Microsoft Access, and other online reporting tools. Analyze resulting data extracts in order to determine how to organize raw data into a user-friendly format. Constantly review and analyze data available to see if it could be beneficial to HR leadership, Employment team, and/or HR customers.

Skills / Knowledge / Abilities

Access & SQL Reporting, SAP (BW & HR), Excel, Word, & People Admin: Integrated Employment System ( IES )

Does this position have supervisory responsibilities?

Does this position have supervisory responsibilities? No

Preferred Education/Experience