Onboarding Specialist

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. A 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: 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

• 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