I-9 Specialist

23-Sep-2021

Financial Administration

55518BR

Job-Specific Responsibilities

I-9 Specialist

This is a fully benefited, full-time Harvard University position that has been funded for a minimum of 6 months from start date. There is the possibility of renewal, contingent on funding, university priorities and satisfactory job performance.

Harvard's Financial Administration Department (FAD) is responsible for the stewardship of the University’s finances, including related business processes and technology. FAD is dedicated to supporting the teaching and research mission of the University by providing outstanding financial services to the Harvard community; by providing support, guidance and consultation; by working to ensure compliance with University and federal guidelines; by mitigating risk; and by promoting the financial health of the University.

The Office of the Controller (OC) within Harvard University’s Financial Administration Department is dedicated to supporting the teaching, research and service missions of the Harvard community by providing efficient and effective financial and administrative services, by enabling access to information and resources, and by promoting the financial health and security of each unit and of the University as a whole.

Reporting to the Payroll Services Manager, the I-9 Specialist is responsible for managing Harvard’s I-9 process and compliance with the Form I-9.

Specific duties include, but are not limited to:

• Meets with new Harvard employees and complete section 2 of the Form I-9 in the Equifax Electronic System on behalf of the University
• Submits I-9 form to E-Verify and follows up with the employee on any issues
• Maintains historical I-9 forms in accordance with USCIS regulations 
• Monitors dashboards in the Equifax system and follows up with local departments as necessary
• Audits electronic submissions in the Equifax system for compliance with internal policy
• Assist with data entry and audit of paper I-9 forms received as we transition fully to the electronic system
• Responds to email inquiries around Form I-9 completion and questions about the Equifax system
• Participate in ongoing readiness activities of current I-9 files for conversion to the electronic system
• Other payroll support as needed

Basic Qualifications

Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

• Minimum 2-3 years relevant work experience
• Prior experience completing I-9 forms

Additional Qualifications and Skills

The following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

• Prior experience with electronic I-9 system required, Equifax preferred
• Experience completing Form I-9 on behalf of the employer
• Knowledge of the requirements for completion and retention of Form I-9
• Experience with a variety of visa types, preferably in a College/University setting
• Excellent communication, interpersonal, and organizational skills and the ability to provide information and service to a wide range of internal and external contacts with a strong customer service orientation 
• Ability to initiate and manage multiple tasks under competing deadlines and shifting priorities. Must be detail and deadline oriented
• Knowledge of Microsoft Office (Excel, Word, and Outlook) and comfort with web-based applications
• Ability to remain calm in stressful situations 

Physical Requirements

The majority of work for this position will be performed onsite.

Working Conditions

Interview and onboarding activity for this position may be conducted via telephone & Zoom video conferencing, based on the department’s current presence on campus.

Harvard is an on-campus community and all positions are based in Massachusetts. We currently expect that employees in Department will work remotely until Fall, 2021. Effective October 1st, as a condition of continued employment, all work must be performed in a state where Harvard is registered to do business (CA, CT, MA, MD, ME, NH, NY, RI, VT).

FAD  is currently developing hybrid workplace models which actively support remote work (within a Harvard registered state) where business and team needs allow. Any remote scheduling of your work, agreed to by your supervisor, will need to be in a state in which Harvard is registered as an employer as a condition of continued employment.  Individual flexible and remote work options for this role will may discussed during the interview process.

Harvard will require COVID vaccination for all Harvard community members who will have any on-campus presence. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s COVID-19 Vaccine Information webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Harvard continues to place the highest priority on the health, safety and wellbeing of its faculty, staff and students, as well as the wider community. Information and details can be found via Harvard’s Coronavirus Workplace Policies website: https://hr.harvard.edu/corona-virus-workplace-policies .

Additional Information

Please provide a cover letter with your application and upload as one document.

Please note:

• Harvard University requires pre-employment reference and background screening.
• We are unable to provide work authorization and/or visa sponsorship.
• This position has a 90-day orientation and review period. 

More about FAD:  

FAD is committed to an engaging and diverse culture, strong values, and client partnership. The department is led by the Vice President for Finance (VPF), is comprised of eight reporting units: 

• Office of the Controller
• Office of Finance and Administration
• Office of Financial Strategy and Planning
• Office for Sponsored Programs
• Office of Treasury Management
• Risk Management and Audit Services
• Strategic Procurement
• Capital Planning and Project Services 

For more about the Financial Administration Department and its 8 reporting units, see: http://finance.harvard.edu

Diversity, Inclusion & Belonging:
Harvard's commitment to Diversity, Inclusion and Belonging is rooted in our belief in drawing on the widest possible pool of talent to unify excellence and diversity. Our community strives to uphold these beliefs by honoring the rights, differences, and dignity of others and embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values. Harvard aims to foster a campus culture where everyone can thrive, a key to which is ensuring that we each experience a profound sense of inclusion and belonging.

Total Rewards: 
Harvard’s Total Rewards Program is designed to attract, retain, and reward the performance of talented employees. As a Harvard staff member, you enjoy many perks that come with working for one of the top employers in Massachusetts, including:

Flexible work environment: FAD supports flexible work arrangements where business needs allow.

Time off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.

Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans.

Retirement: University-funded retirement plan with full vesting after 3 years of service.

Tuition Assistance Program (TAP): $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.

Harvard University Employees Credit Union: Our employees credit union provides a complete line of services for all your financial needs. https://huecu.org

Transportation: 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.

Wellness options: A variety of programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complimentary health services.

Access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.

Learn more: https://hr.harvard.edu/totalrewards  

Accessibility:
Harvard University IT plays an important role in supporting Harvard's commitment by seeking to create, procure and deploy technologies that are accessible to all, including and especially those who live with disability. Harvard welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please contact our University Disability Resources Department. 

Location

USA - MA - Cambridge

Job Code

400110 Financial Associate I

Department

Office of the Controller

Union

55 - Hvd Union Cler & Tech Workers

Appointment End Date

20-Sep-2022

Pre-Employment Screening

Credit, Criminal, Education, Identity

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.