I-9 Associate - HR Operations

Washington University in St. Louis; St. Louis (MO); On-site; USD 29,000 - 45,000; Full time

Benefits offered by this job

Vacation & holidays

Health insurance

Transit benefits

Retirement plan

Job summary

Washington University in St. Louis is seeking an I-9 Compliance Specialist to ensure employment eligibility and onboarding accuracy across the university.

You will manage Form I-9 processes, maintain E-Verify records, and collaborate with HR, OISS, and legal teams to uphold regulatory standards. The role emphasizes data integrity, documentation audits, and timely processing, with strong emphasis on Section 1 accuracy, document verification, and cross-functional coordination across departments

Qualifications

• High school diploma or equivalent required.
• FLSA, labor and employment law knowledge helpful.
• Proficiency in MS Office and HR systems.

Responsibilities

• Coordinate Form I-9 paperwork, including Sections 1–3.
• Assist with E-Verify and onboarding processes.
• Respond to department questions on I-9 compliance and timelines.

Skills

FLSA knowledge

Labor law knowledge

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Payroll taxes

Education

High school diploma

Bachelor's degree in Human Resources Management

Tools

Workday

Oracle

SAP

Job description

Location

SAINT LOUIS, MO 63130

Scheduled Hours

40

Position Summary

Validates employment eligibility for current and incoming workers through monitoring and ensuring compliance with federal regulations for the University related to employment authorization with the ultimate goal of ensuring I-9 compliance. Provides specialized support in managing Form I-9 and onboarding new hires with processes and data as well as processes E-Verify records, subpoenas/summons and other confidential, personal information for the entire University.

Primary Duties & Responsibilities

• Meets with department new hires/rehires to coordinate all paperwork, Form I-9 and other documents per the department’s request.
• Coordinates and organizes documentation to ensure accuracy and compliance with a focus on Section 1 of Form I-9 for accuracy.
• Completes Sections 2 and 3 of Form I-9 within approved federal timeframe. This includes document verification, uploads, audits and reporting.
• Quickly and effectively responds to all departmental questions related to Form I-9 Compliance transactions as well as adhere to timeline driven standards.
• Adheres to University and HR regulatory standards for data management and integrity and validate supporting documentation.

Customer Service

• Responds to questions on process, policy and reporting for Form I-9 compliance.
• Meets with new hires to coordinate completion of all new hire paperwork and work closely with HR.
• Partners and Office of International Students and Scholars (OISS) to ensure process is complete.
• Collaborates with General Counsel and outside attorney firms regarding I-9 and employment law.

Data Management: E-Verify

• Performs E-Verify process, maintain reports, update Workday system, contact employees when needed to complete Form I-9.
• Maintains access and training within E-Verify system.

Administrative Support

• Enters data and process/creates various communications and/ordocumentation, including collecting information required for subpoenas.
• Monitors and executes Form I-9 appointments and correspondence for the University to ensure timely completion and submission of legal documentation.

Maintains Standards

• Partners with OISS to monitor international worker and student documents for reverification and termination.
• Prepares Form I-9 exception reports, as needed.
• Assists in the maintenance of employee files including scanning of various files/records.
• May participate in Form I-9 tracking, reviews and/or audits.
• Engages in continual improvement through on-going training.

Support

• Provides back-up support and assistance to the team.
• Participates in business process testing and initiatives as appropriate for assigned area of support.

Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at desk or table.
• Repetitive wrist, hand or finger movement.

Equipment

• Office equipment.

Education

Required Qualifications

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses

No specific certification/professional license is required for this position.

Work Experience

No specific work experience is required for this position.

Skills

Fair Labor Standards Act (FLSA), Labor and Employment Law, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Payroll Taxes

Driver's License

A driver's license is not required for this position.

Required Qualifications

More About This Job

• HR Service Delivery team experience.
• Proficient in Human Resource system such as Workday, Oracle, SAP, etc.
• Effective understanding and knowledge of FLSA regulations, payroll tax and employment law, along with the ability to apply applicable rules, regulations, policies, and procedures.

Preferred Qualifications

• Bachelor’s degree in Human Resource Management or related field.

Education

Preferred Qualifications

Bachelor's degree - Human Resources Management

Certifications/Professional Licenses

Certified Professional (SHRM-CP) - Society for Human Resource Management, Professional in Human Resources (PHR) - HR Certification Institute (HRCI)

Work Experience

No additional work experience unless stated elsewhere in the job posting.

Skills

Adaptability, Analytical Thinking, Critical Thinking, Customer Service, Deadline Management, Detail-Oriented, Fast-Paced Environments, Interpersonal Communication, Oral Communications, Organizational Savvy, Prioritization, Sound Judgment, Teamwork, Time Management, Workday Software, Working Independently, Written Communication

Grade

G08-H

Salary Range

$21.17 - $32.85 / Hourly

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.