I-9 Associate - Human Resources

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.
• Responds to all departmental questions quickly and effectively 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 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

• 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.

Performs other duties as assigned.

Preferred Qualifications

• Bachelor’s degree in Human Resource Management or related field.
• SHRM-CP Certified or PHR.
• Experience with Workday.
• Effective verbal, written and interpersonal communication skills.
• Ability to maintain effective focus on customer service as well as the ability to work in a fast-paced environment, easily adapting to fluctuating workloads, deadlines and customer needs.
• Demonstrated organization skills with a high attention to detail, with the ability to work independently or in teams.
• Ability to use discretionary judgment with an analytical and critical-thinking mindset.
• Ability to effectively prioritize time and projects to satisfactory completion.

Required Qualifications

• High School diploma or equivalent high school certification.
• HR Service Delivery team experience. 
• Proficient in Human Resource system such as Workday, Oracle, SAP, etc.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Effective understanding and knowledge of FLSA regulations, payroll tax and employment law, along with the ability to apply applicable rules, regulations, policies, and procedures.

Grade
G07-H

Salary Range
$18.91 - $29.32 / 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 [email protected]  or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

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.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• 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/AA Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. 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, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.