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Job Title: Onboarding Specialist

Job Description

The I-9 Preboarding Operations Specialist (Contractor) plays a crucial role in the onboarding team, ensuring that all new hires comply with employment eligibility requirements as per federal law. This position focuses on I-9 documentation review, verification, and compliance while supporting broader preboarding functions to ensure a smooth and compliant onboarding experience. The ideal candidate will be meticulous in reviewing documentation, highly organized in tracking and updating records, and proactive in resolving discrepancies or missing information. A strong understanding of I-9 requirements, E-Verify processes, and related compliance regulations is essential, along with the ability to manage high volumes of preboarding tasks in a fast-paced environment.

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, immigration, and pre-hire tasks.

+ 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.

Essential Skills

+ 4+ years of corporate, administrative, or HR operations experience, particularly in high-volume onboarding or HR operations environments.

+ Proficiency with Microsoft Office Suite (Excel, Outlook, Word).

+ Bachelor’s Degree or equivalent work experience preferred.

+ Experience with I-9 processing, preboarding, HR Compliance, and HR Regulations.

+ Knowledge of Employment Regulations and proficiency in Workday, SmartRecruiters, and compliance documentation.

+ Strong customer service skills.

Additional Skills & Qualifications

+ Hands-on experience with I-9 employment eligibility verification and E-Verify processing.

+ Strong knowledge of I-9 compliance regulations and best practices.

+ Familiarity with HRIS and ATS platforms such as Workday and SmartRecruiters.

+ 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

The role requires working in a dynamic and fast-paced environment, with a focus on compliance and detail-oriented tasks. The position involves frequent use of HR systems and software, including HRIS and ATS platforms. The work environment supports collaboration and teamwork, emphasizing confidentiality and adherence to compliance regulations.

Job Type & Location

This is a 12 month Contract position based out of Austin, Texas.

Pay and Benefits

The pay range for this position is $25.00 - $35.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• 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.

Application Deadline

This position is anticipated to close on Oct 2, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

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, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.