Onboarding Specialist

Job title: Onboarding Specialist
Location: Nicolett location in downtown Minneapolis
Hybrid , 3 days onsite Position is not currently expected to return to office full time. The current expectation is 3 full days (8 hours) in the office. Days are flexible. majority of the team comes in Tuesday through Thursday, but there are no set days.
Duration: 4 months on contract with possible extension

Interview process: Number of interviews, Teams or in person interviews and any additional information for preparation for interview? One interview is anticipated. It will be with Jenny Weber and Katie Elstad, manager of Onboarding Coordinators. Preferably in person.


Parking available at location free or paid: Paid parking but we do have a discount at LaSalle Court Parking Garage:

JOB DESCRIPTION

• Facilitate an end-to-end onboarding experience from pre-employment through post-hire, ensuring new hires and managers receive clear guidance and timely support.
• Oversee daily I-9 activity including reviewing Section 1 and Section 2 completion, identifying overdue or missing requirements, conducting reverifications, and partnering with employees and managers to ensure compliance with federal timelines.
• Manage an ongoing caseload through the Case Management System, responding to inquiries and ensuring tasks meet defined Service Level Agreements (SLAs).
• Escalate complex issues involving candidates, employees, managers, HR partners, or external vendors as needed.
• Maintain strong working knowledge of company policies, procedures, employment eligibility regulations, and risk-based processes.
• Support operational audits, documentation reviews, and compliance monitoring activities.
• Protect sensitive personal and company information by maintaining the highest standards of confidentiality.
• Utilize HR platforms such as Workday and ServiceNow to manage onboarding workflows, I-9 tasks, and case documentation.
• Deliver a high-quality customer experience by providing clear, accurate, and proactive communication throughout onboarding and I-9 processes.

Qualifications

Required

• 1-3 years of experience in HR, onboarding, compliance, or administrative support within a regulated environment.
• Working knowledge of Form I-9 requirements, including Section 1, Section 2, reverifications, and employment eligibility documentation.
• Experience with Workday, ServiceNow, or similar HR information systems.
• Strong attention to detail, accuracy, and ability to manage confidential information.
• Proven ability to manage multiple cases simultaneously and meet established SLAs.
• Exceptional communication, customer service, and problem-solving skills.
• Ability to apply a risk-based approach to decision-making and issue resolution.
• Proficiency with Microsoft Office and comfort navigating digital workflows.

Preferred

• Experience with I-9 auditing, corrections, or E-Verify.
• Prior experience supporting high-volume onboarding or HR operations work.
• Familiarity with federal employment eligibility laws and documentation standards.
• HR certification (PHR, SPHR, SHRM-CP, SHRM-SCP) preferred but not required