Onboarding Specialist
Aston Carter, Austin, TX, United States
Job Title
Onboarding Specialist
Job Description
The I-9 Preboarding Operations Specialist (Contractor) plays a vital role in the onboarding team, ensuring new hires meet employment eligibility requirements as mandated by federal law. This position focuses on the review, verification, and compliance of I-9 documentation, while also supporting broader preboarding functions to deliver a seamless and compliant onboarding experience. The ideal candidate will meticulously review documentation, maintain organization in tracking and updating records, and proactively address discrepancies or missing information. A strong understanding of I-9 requirements, E-Verify processes, and related compliance regulations is essential, and the ability to manage high volumes of preboarding tasks in a fast‑paced environment is required.
Responsibilities
Complete I-9 processing for all new hires, including Section 1 and Section 2 review, document review, and verification in compliance with the Immigration Reform and Control Act (IRCA).
Maintain up-to-date knowledge of federal I-9 and E-Verify regulations and ensure all verifications are completed within mandated timelines.
Audit and monitor I-9 forms for accuracy, completeness, and timely submission, identifying and resolving discrepancies promptly.
Support preboarding operations by creating and auditing employee profiles in HR systems, ensuring all required documentation is accurately recorded.
Track and follow up on outstanding preboarding and I-9 tasks, escalating issues when necessary to maintain compliance.
Coordinate with internal teams on start-date changes and other preboarding dependencies, such as pre-employment checks and immigration.
Manage workload to meet critical compliance deadlines and service-level agreements.
Maintain strict confidentiality of sensitive employee information.
Assist in continuous improvement of I-9 and preboarding processes to increase efficiency and compliance.
Eventually audit paperwork from historic I-9s after initial training on I-9 processes.
Essential Skills
4+ years of corporate, administrative, or HR operations experience, preferably in high-volume onboarding or HR operations environments.
Proficiency with Microsoft Office Suite, including Excel, Outlook, and Word.
Bachelor’s Degree or equivalent work experience preferred.
Hands‑on experience with I-9 employment eligibility verification and E-Verify processing.
Strong knowledge of I-9 compliance regulations and best practices.
Additional Skills & Qualifications
Familiarity with HRIS and ATS platforms, such as Workday and SmartRecruiters; Workday experience is a significant advantage.
Exposure to immigration experience is a huge plus.
Exceptional attention to detail, particularly with legal and compliance documentation.
Ability to manage competing deadlines while maintaining accuracy.
Strong interpersonal and written communication skills with the ability to work with stakeholders at all levels.
Ability to troubleshoot and resolve compliance or system issues independently.
Collaborative team player who can operate with minimal supervision.
Work Environment
This is an in-person role based in Austin, TX, offering flexibility around days in the office versus remote work. The team is typically in the office 2-3 days a week, particularly on Tuesdays, Wednesdays, and Thursdays if interaction is required. The team consists of 4-5 local onboarding specialists.
Job Type & Location
This is a Contract position based out of Austin, TX.
Pay and Benefits
The pay range for this position is $27.00 – $38.00 per hour.
Medical, dental & vision
Critical illness, accident, and hospital
401(k) retirement plan – pre-tax and Roth post-tax contributions available
Life insurance (voluntary life & AD&D for the employee and dependents)
Short and long-term disability
Health spending account (HSA)
Transportation benefits
Employee assistance program
Time off / leave (PTO, vacation or sick leave)
Workplace Type
This is a hybrid position in Austin, TX.
The company is an equal-opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information, or any characteristic protected by law. If you would like to request a reasonable accommodation, please email astoncarteraccommodation@astoncarter.com for other accommodation options.
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Onboarding Specialist
Job Description
The I-9 Preboarding Operations Specialist (Contractor) plays a vital role in the onboarding team, ensuring new hires meet employment eligibility requirements as mandated by federal law. This position focuses on the review, verification, and compliance of I-9 documentation, while also supporting broader preboarding functions to deliver a seamless and compliant onboarding experience. The ideal candidate will meticulously review documentation, maintain organization in tracking and updating records, and proactively address discrepancies or missing information. A strong understanding of I-9 requirements, E-Verify processes, and related compliance regulations is essential, and the ability to manage high volumes of preboarding tasks in a fast‑paced environment is required.
Responsibilities
Complete I-9 processing for all new hires, including Section 1 and Section 2 review, document review, and verification in compliance with the Immigration Reform and Control Act (IRCA).
Maintain up-to-date knowledge of federal I-9 and E-Verify regulations and ensure all verifications are completed within mandated timelines.
Audit and monitor I-9 forms for accuracy, completeness, and timely submission, identifying and resolving discrepancies promptly.
Support preboarding operations by creating and auditing employee profiles in HR systems, ensuring all required documentation is accurately recorded.
Track and follow up on outstanding preboarding and I-9 tasks, escalating issues when necessary to maintain compliance.
Coordinate with internal teams on start-date changes and other preboarding dependencies, such as pre-employment checks and immigration.
Manage workload to meet critical compliance deadlines and service-level agreements.
Maintain strict confidentiality of sensitive employee information.
Assist in continuous improvement of I-9 and preboarding processes to increase efficiency and compliance.
Eventually audit paperwork from historic I-9s after initial training on I-9 processes.
Essential Skills
4+ years of corporate, administrative, or HR operations experience, preferably in high-volume onboarding or HR operations environments.
Proficiency with Microsoft Office Suite, including Excel, Outlook, and Word.
Bachelor’s Degree or equivalent work experience preferred.
Hands‑on experience with I-9 employment eligibility verification and E-Verify processing.
Strong knowledge of I-9 compliance regulations and best practices.
Additional Skills & Qualifications
Familiarity with HRIS and ATS platforms, such as Workday and SmartRecruiters; Workday experience is a significant advantage.
Exposure to immigration experience is a huge plus.
Exceptional attention to detail, particularly with legal and compliance documentation.
Ability to manage competing deadlines while maintaining accuracy.
Strong interpersonal and written communication skills with the ability to work with stakeholders at all levels.
Ability to troubleshoot and resolve compliance or system issues independently.
Collaborative team player who can operate with minimal supervision.
Work Environment
This is an in-person role based in Austin, TX, offering flexibility around days in the office versus remote work. The team is typically in the office 2-3 days a week, particularly on Tuesdays, Wednesdays, and Thursdays if interaction is required. The team consists of 4-5 local onboarding specialists.
Job Type & Location
This is a Contract position based out of Austin, TX.
Pay and Benefits
The pay range for this position is $27.00 – $38.00 per hour.
Medical, dental & vision
Critical illness, accident, and hospital
401(k) retirement plan – pre-tax and Roth post-tax contributions available
Life insurance (voluntary life & AD&D for the employee and dependents)
Short and long-term disability
Health spending account (HSA)
Transportation benefits
Employee assistance program
Time off / leave (PTO, vacation or sick leave)
Workplace Type
This is a hybrid position in Austin, TX.
The company is an equal-opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information, or any characteristic protected by law. If you would like to request a reasonable accommodation, please email astoncarteraccommodation@astoncarter.com for other accommodation options.
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