I-9 Associate - HR Operations

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

Benefits offered by this job

Health insurance

Metro transit U-Pass

Tuition assistance for family

Paid vacation and holidays

Career development opportunities

Job summary

Washington University in St. Louis is seeking an I-9 Compliance Specialist in Saint Louis, MO 63130 to validate employment eligibility, support onboarding, and manage Form I-9 and E-Verify processes across the university.

In this role you will coordinate with HR, OISS, General Counsel, and outside counsel to ensure timely completion, data integrity, and compliance with federal employment laws. The position offers comprehensive benefits and a supportive work environment.

Qualifications

• High school diploma or equivalent required.
• Experience not required; strong process and data management skills preferred.
• Familiarity with Form I-9, E-Verify, and HR compliance is desirable.
• Ability to coordinate with departments and legal counsel.

Responsibilities

• Meets with department new hires to coordinate Form I-9 paperwork and Sections 2/3.
• Performs E-Verify, maintains reports, updates Workday.
• Presents data through audits, subpoenas, and documentation.
• Manages audits, scans files, and maintains employee records.
• Provides back-up support and participates in process improvements.

Skills

FLSA

Labor and Employment Law

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Payroll Taxes

Education

High school diploma or equivalent

Bachelor’s degree in Human Resource Management or related field

Certified Professional (SHRM-CP)

Professional in Human Resources (PHR)

Tools

Workday Software

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

• Data Management:
  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/or documentation, 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.

Required Qualifications

• Education: 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.

Preferred Qualifications

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

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Washington University in St. Louis' collective success is significantly attributed to the passion and outstanding efforts of our community. Our staff, faculty and trainees are committed to excellence and dedicated to carrying out our missions of research, teaching and patient care. WashU prides itself on being a place where people matter, and serious work is done. Our people work together in an inclusive community that celebrates diverse perspectives, collaboration and innovation. We are a community of individuals inspired to work together to develop big ideas and tackle challenging problems. We value the well-being of our people. WashU strives to create a positive employee experience where staff, faculty and trainees thrive, both personally and professionally. Our employees find meaning, connection and vitality in their work and life with a healthy work-life balance and support to learn, grow and make an impact at WashU, the community and the world.