I-9 Associate - Human Resources

Washington University in St. Louis; St. Louis (MO); On-site; USD 26,174 - 41,328; Full time

Benefits offered by this job

Vacation and holidays

Health insurance

Metro U‑Pass

403(b) Retirement Savings Plan

Job summary

Washington University in St. Louis is seeking an I-9 Compliance Specialist to ensure employment eligibility for all staff, students, and affiliates.

You will manage Form I-9 processing, onboarding, document verification, and related compliance activities across the University, with a focus on accuracy, timeliness, and privacy of sensitive information. The role collaborates with the Office of International Students and Scholars (OISS), General Counsel, and outside counsel on I-9 matters and

Qualifications

• High school diploma or equivalent; bachelor’s degree preferred.
• E‑Verify experience preferred.
• Bachelor’s degree or HR-related certification preferred including SHRM-CP/PHR.

Responsibilities

• Manages Form I‑9 processing, onboarding, and document verification.
• Coordinates with OISS and legal teams on I‑9 and employment law issues.
• Maintains data integrity in HR systems and E‑Verify records.
• Provides back‑up support and ensures timely submission of documents.
• Assists in subpoenas or other confidential documentation as needed.
• Participates in ongoing training to improve processes.

Skills

Labor and Employment Law

Labor Standards

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Payroll Taxes

Education

Bachelor’s degree in Human Resource Management or related field

SHRM-CP or PHR certification preferred

Job description

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.

Location

SAINT LOUIS, MO 63130

Scheduled Hours

40

Job Description

Primary Duties & Responsibilities

• Data Management: Form I‑9
  • 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: 20%
  • 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 with 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: 5%
  • 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: 5%
  • 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: 5%
  • Partners with OISS to monitor international worker and student documents for re‑verification 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.
• Performs other duties as assigned.

Working Conditions

• 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

• Labor and Employment Law, Labor Standards, 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

• Bachelor’s degree in Human Resource Management or related field.
• E‑Verify experience.
• Bachelor's degree – Human Resources Management.
• Certified Professional (SHRM‑CP) – Society for Human Resource Management, Professional in Human Resources (PHR) – HR Certification Institute (HRCI).

Grade

G07‑H

Salary Range

$19.29 – $29.91 / Hourly

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.

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.