Onboarding Specialist

Onboarding Specialist

Location: Minneapolis, MN

Duration: 6-Month Contract

Compensation: $21-$26/hour (W2)

Position Overview

We are seeking a detail-oriented and customer-focused Onboarding Specialist to support the end-to-end onboarding experience for new hires. This role is responsible for ensuring a seamless onboarding process while maintaining compliance with employment eligibility requirements, company policies, and regulatory standards.

The ideal candidate will have experience in onboarding, HR operations, compliance, employee documentation, and case management within a fast-paced, regulated environment.

Key Responsibilities

• 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 a Case Management System, responding to inquiries and ensuring tasks meet established Service Level Agreements (SLAs).
• Escalate complex issues involving candidates, employees, managers, HR partners, or external vendors as appropriate.
• Maintain a strong working knowledge of company policies, procedures, employment eligibility regulations, and risk-based processes.
• Support operational audits, documentation reviews, and compliance monitoring activities.
• Maintain accurate and complete employee records and onboarding documentation.
• Protect sensitive personal and company information while maintaining the highest standards of confidentiality.
• Utilize HR systems such as Workday, ServiceNow, and other related platforms to manage onboarding workflows, I-9 activities, and case documentation.
• Coordinate onboarding activities with internal stakeholders to ensure employees receive the resources, access, and support needed for a successful start.
• Deliver a high-quality customer experience through clear, accurate, and proactive communication throughout the onboarding process.

Required Qualifications

• 1-3 years of experience in HR, onboarding, compliance, employee services, 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 using Workday, ServiceNow, or similar HR information systems.
• Strong attention to detail and commitment to accuracy.
• Ability to manage confidential information with professionalism and discretion.
• Proven ability to manage multiple cases and priorities while meeting established deadlines and SLAs.
• Excellent communication, customer service, and problem-solving skills.
• Ability to apply a risk-based approach to decision-making and issue resolution.
• Proficiency with Microsoft Office applications and digital workflow tools.

Preferred Qualifications

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

Key Competencies

• Customer Service Excellence
• Attention to Detail
• Organizational Skills
• Time Management
• Problem Solving
• Communication Skills
• Compliance Awareness
• Adaptability
• Collaboration and Teamwork

This position offers an excellent opportunity for HR professionals with onboarding and compliance experience to contribute to a dynamic and fast-paced environment while supporting a positive employee experience.

Russell Tobin is a leading minority-owned professional and technical recruitment and staffing advisory organization. We are comprised of specialized practices focusing on a variety of skill sets and industries. Having a depth and breadth of industry expertise, our subject matter experts are able to provide tailored and swift sourcing solutions to fulfill client hiring needs. In other words, we connect top talent with companies. We are the staffing arm of the Pride Global network, a minority-owned integrated human capital solutions firm, with additional offerings in vendor management, payroll programs, and business process optimization.

Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.

Equal Employment Opportunity

Russell Tobin is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Fair Chance Employment

Russell Tobin is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

Only applicable for San Francisco Candidates:

Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.