Onboarding Specialist

Job Title: Onboarding Specialist

Pay Range: $23-$25.50/hr

Hybrid – 3 days a week in office. Days are flexible.

A majority of the team comes in Tuesday through Thursday, but there are no set days.

Location: Minneapolis Minnesota 55402

Hours: 7:00am to 5:00pm CST

Parking

– Paid parking but we do have a discount at LaSalle Court Parking Garage.

Easy QR code-based parking using license plate. It will cost $6 tax, roughly comes out to be $7.30.

Interviews

-- One interview is anticipated. It will be with manager of Onboarding Coordinators. Preferably in person.

About the Role

The Onboarding & I9 Compliance Coordinator plays a key role in delivering a seamless and compliant onboarding experience for all new hires while ensuring strict adherence to federal employment eligibility requirements.

This role supports employees, managers, and HR partners throughout the pre hire and post hire processes, coordinating onboarding activities and monitoring timely and accurate completion of Form I9 tasks, reverifications, and related documentation.

In this role, you will partner closely with HR, line of business leaders, and risk teams to provide exceptional service, maintain audit ready documentation, and uphold strict compliance standards. This position requires confidentiality, strong problem solving skills, attention to detail, and the ability to manage a high volume workload with precision.

Responsibilities

• Facilitate an end to end onboarding experience from preemployment through posthire, ensuring new hires and managers receive clear guidance and timely support.

• Oversee daily I9 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, I9 tasks, and case documentation.

• Deliver a high quality customer experience by providing clear, accurate, and proactive communication throughout onboarding and I9 processes.

Qualifications

Required

• 1–3 years of experience in HR, onboarding, compliance, or administrative support within a regulated environment.

• Working knowledge of Form I9 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 MS Office and comfort navigating digital workflows.

Preferred

• Experience with I9 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, SHRMCP, SHRMSCP) preferred but not required.

Creates requests for provisioning equipment and security access to provide efficient and timely access to mortgage applications, mobile email, business cards (initial order), telephones, computer equipment and other peripherals such as Wi-Fi-cards.

Relationship management to retail and retail expansion markets to respond, support and manage the recruiting and hiring efforts/needs of the field. Relationship management to all Retail markets (traditional and expansion) to respond, support and manage new hire requests and activate them to according to scheduled hire date.

Provide proactive communication so managers and supporting departments are connected with their initial onboarding.

Additionally, bridge their onboarding process to successfully enroll them into their appropriate training programs by working closely with training to coordinate and respond to start date changes that would affect the success of their registration, travel, enrollment and access.

Consult with Security and HR Recruiting to quality check that the onboarding connection points are effective.

Connect the new hires to other resources and intake their requests to provide solutions and guidance to our newly hired team members. Handle escalations or exceptions and proactively document/communicate to leadership.

Qualifications

Ability to anticipate the needs of internal clients Exceptional Client Service Highly organized and ability to handle multiple tasks Clear ability to adapt quickly and remain agile and responsive