Workforce Compliance Specialist

Title

Workforce Compliance Specialist

Executive Area

Human Resources

College/School/MBU

Human Resources

Department

Office of Human Resources

Work Location

Amherst

Schedule

Full Time

Work Arrangement

Onsite

Job Summary

The Workforce Compliance Specialist supports the University's employment compliance programs by administering employment eligibility verification, international employment processing, employment tax compliance, and regulatory monitoring activities. The position serves as the primary operational resource for employment compliance transactions and works closely with Human Resources, Payroll, International Programs, hiring departments, and employees to ensure timely and accurate processing of employment eligibility and international employment requirements.

The Workforce Compliance Specialist monitors compliance activities, resolves routine and moderately complex issues, maintains employment compliance systems, conducts data audits, and supports continuous process improvement initiatives. The position serves as a subject matter expert for employment eligibility, work authorization, and international employment processes while providing exceptional customer service and ensuring compliance with federal and state regulations.

Essential Functions

Employment Eligibility Administration

• Administer the University's employment eligibility verification (Form I-9) process for faculty, staff, students, temporary employees, and other employee populations.
• Review employment eligibility documentation for completeness and compliance with federal regulations.
• Process and monitor E-Verify cases and assist in resolving tentative non-confirmations and other employment eligibility issues.
• Monitor pending employment eligibility cases to ensure timely completion and follow-up.
• Assist departments and employees with employment eligibility documentation requirements.

International Employment Administration

• Coordinate employment processing for international faculty, staff, researchers, postdoctoral associates, and student employees.
• Review employment documentation to ensure work authorization requirements are satisfied prior to employment.
• Maintain employment authorization records and monitor work authorization expiration dates.
• Coordinate with International Programs and campus departments regarding employment documentation requirements.
• Assist employees with employment-related documentation and compliance questions.

International Tax Administration

• Administer the University's international employment tax system (Sprintax or successor application).
• Review tax residency determinations and tax treaty documentation.
• Process tax treaty renewals and maintain supporting documentation.
• Coordinate with Payroll to ensure proper tax withholding for international employees.
• Research and resolve routine international tax compliance questions.

Compliance Monitoring

• Conduct routine audits of employment eligibility records, work authorization documentation, employment tax records, and related compliance activities.
• Maintain and provide data reporting for Affine Action Plan (AAP) and Veterans' Employment and Training Service (VETS) compliance.
• Monitor system reports to identify missing documentation, expired work authorizations, and outstanding compliance issues.
• Research and resolve data discrepancies across HR systems.
• Maintain compliance tracking reports and dashboards.
• Assist with internal and external compliance audits.

Systems Administration

• Maintain employment compliance records within ERP and related compliance applications.
• Monitor interfaces between ERP, E-Verify, Sprintax, and other compliance systems.
• Perform data validation and reconciliation activities.
• Assist with testing system updates and new functionality.
• Support implementation of new compliance technologies and automation initiatives.

Customer Support and Consultation

• Respond to employee and departmental inquiries regarding employment eligibility, work authorization, international employment, and tax compliance.
• Provide guidance on required documentation and University procedures.
• Prepare communications, forms, and instructional materials.
• Assist with training sessions for HR staff and departmental administrators.
• Escalate complex compliance issues to the Compliance Manager.

Process Improvement

• Identify opportunities to improve employment compliance workflows.
• Recommend automation opportunities and procedural improvements.
• Assist in developing standard operating procedures and training materials.
• Participate in continuous improvement initiatives related to employment compliance and onboarding.

Other Functions

• Provide cross-functional support to HR Operations, Payroll, Benefits, and the HR Service Center during peak operational periods.
• Participate in ERP testing, system upgrades, and implementation of new compliance processes.
• Perform other duties as assigned.

Minimum Qualifications

• Bachelor's degree and two (2) years of experience in human resources, payroll, employment compliance, immigration support, or a related administrative field OR an associate's degree and four (4) years of experience in a related administrative field OR six (6) years of progressively responsible experience in related areas.
• Experience administering employment eligibility verification (Form I-9) and E-Verify or the ability to acquire proficiency quickly.
• Knowledge of employment authorization documentation and federal employment eligibility requirements.
• Experience using HR information systems and Microsoft Office applications.
• Strong analytical and problem-solving skills.
• Excellent organizational skills and attention to detail.
• Demonstrated ability to manage multiple priorities while meeting deadlines.
• Excellent written and verbal communication skills.
• Demonstrated commitment to providing exceptional customer service.
• Ability to maintain confidentiality and exercise sound judgment.

Preferred Qualifications

• Experience supporting international employees in a higher education or research environment.
• Experience with Peoplesoft, Workday HCM, or other enterprise cloud-based systems.
• Experience with Sprintax, Glacier, Tracker I-9, or similar compliance applications.
• Knowledge of federal employment eligibility regulations, employment visas, and international employment tax requirements.
• Experience conducting audits and reconciling data.
• Experience developing process documentation and training materials.
• Higher education experience.

Additional Details

This position is subject to final budgetary and administrative approval.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

Monday - Friday, 8:30 am - 5 pm.

Salary Information

Pay Grade: PSSAP Grade 26