I-9 Associate - HR Operations

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.

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:

• 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.

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.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

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.

More About This Job

Required Qualifications:

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:

Education:

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

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

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 CandidateQuestions@wustl.edu 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.