I-9 Associate (Hybrid) - HR Operations

Washington University in St Louis • Saint Louis, MO

13d • Hybrid

About The Position

The I-9 Associate validates employment eligibility for current and incoming University workers by monitoring compliance with federal employment authorization regulations. The role provides specialized support for Form I-9 management and new-hire onboarding, including related processes and data, E-Verify records, subpoenas and summonses, and other confidential personal information across the University.

The associate coordinates Form I-9 and onboarding paperwork with new hires and departments, verifies and uploads documentation, completes applicable form sections within federal timeframes, responds to compliance questions, and maintains accurate records and reports. The role also processes E-Verify activity, maintains related system access and training, supports legal-document requests, coordinates appointments and correspondence, and works with HR, the Office of International Students and Scholars, General Counsel, and outside attorneys. The position contributes to audits, process testing, continual improvement, and team coverage as needed.

The position is hybrid, with a normal office environment. The role typically involves sitting at a desk or table and repetitive wrist, hand, or finger movement, using office equipment. The salary range is $21.17–$32.85 per hour.

Requirements

• High school diploma or equivalent, or a combination of education and/or experience.
• Experience on an HR service delivery team.
• Proficiency with human resources systems such as Workday, Oracle, or SAP.
• Effective understanding and knowledge of FLSA regulations, payroll tax, and employment law, and the ability to apply applicable rules, regulations, policies, and procedures.
• Skills listed include Fair Labor Standards Act (FLSA), labor and employment law, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, and payroll taxes.

Nice To Haves

• Bachelor’s degree in Human Resources Management.
• SHRM Certified Professional (SHRM-CP) certification.
• Professional in Human Resources (PHR) certification.
• Skills listed as preferred include adaptability, analytical and critical thinking, customer service, deadline management, attention to detail, working in fast-paced environments, interpersonal and oral communication, organizational savvy, prioritization, sound judgment, teamwork, time management, Workday software, working independently, and written communication.

Responsibilities

• Coordinate paperwork, Form I-9, and other requested documents for department new hires and rehires, ensuring accuracy and compliance, particularly for Section 1.
• Complete Form I-9 Sections 2 and 3 within approved federal timeframes, including document verification, uploads, audits, and reporting.
• Respond promptly to departmental questions about Form I-9 compliance and meet timeline-driven standards.
• Follow University and HR standards for data management and integrity and validate supporting documentation.
• Answer questions about Form I-9 compliance processes, policies, and reporting.
• Coordinate new-hire paperwork and work with HR and the Office of International Students and Scholars to complete onboarding processes.
• Collaborate with General Counsel and outside law firms on I-9 and employment-law matters.
• Perform E-Verify processing, maintain reports, update Workday, and contact employees when needed to complete Form I-9.
• Maintain access and training within the E-Verify system.
• Enter data and create or process communications and documentation, including collecting information required for subpoenas.
• Monitor and execute Form I-9 appointments and correspondence to support timely completion and submission of legal documentation.
• Partner with the Office of International Students and Scholars to monitor international worker and student documents for reverification and termination.
• Prepare Form I-9 exception reports as needed and assist with employee-file maintenance, including scanning records.
• Participate in Form I-9 tracking, reviews, and audits as needed.
• Engage in ongoing training and continual improvement.
• Provide backup support to the team, participate in business-process testing and initiatives as appropriate, and perform other assigned duties.

Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays or coinsurance.
• Free Metro transit U-Pass for eligible employees.
• Eligible employees may participate in a defined contribution 403(b) retirement savings plan, with employee and University contributions starting at 7%.
• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, an employee assistance program, financial resources, and access to dietitians.
• Four weeks of caregiver leave to bond with a new child and family-care resources.
• Tuition coverage for employees and their families, including dependent undergraduate tuition up to 100% at WashU and 40% elsewhere after seven years of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED