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, 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 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 I9s, following initial training on I9 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, with Workday experience being 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. Typically, the team is 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/hr.

Eligibility requirements apply to some benefits and may depend on your job\n classification and length of employment. Benefits are subject to change and may be\n subject to specific elections, plan, or program terms. If eligible, the benefits\n available for this temporary role may include the following:\n\n
• Medical, dental & vision\n
• Critical Illness, Accident, and Hospital\n
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available\n
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)\n
• Short and long-term disability\n
• Health Spending Account (HSA)\n
• Transportation benefits\n
• Employee Assistance Program\n
• 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 May 1, 2026.

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\n\nAbout Aston Carter:\n

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.

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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.

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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 astoncarteraccommodation@astoncarter.com for other accommodation options.

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