HR Assistant

About the role

A Quantum Search Partners client is seeking an HR Assistant to support the HR and Payroll Department in the administration of the Federal Form I-9 compliance responsibilities. This individual will be responsible for updating the Form I-9, performing employment eligibility verification, conducting self-audits, and properly executing I-9 corrections.

Responsibilities

• Facilitate and track I-9 correction efforts to ensure employee Form I-9 records are reviewed, updated, and completed accurately in accordance with company procedures and federal compliance requirements.
• Review existing I-9 documentation for missing, incomplete, or inconsistent information and coordinate with employees, managers, and HR leadership to resolve identified deficiencies.
• Communicate professionally with employees to obtain required documentation or corrections while maintaining a high level of confidentiality and discretion.
• Maintain organized records of I-9 correction activity, including correction status, follow-up items, completion dates, and outstanding documentation needs.
• Assist with data entry, document collection, electronic record updates, and audit preparation related to Form I-9 compliance.
• Escalate complex or sensitive I-9 issues to HR leadership for review and guidance.
• Support HR administrative projects as needed, including employee record maintenance, compliance follow-up, and other duties assigned.

Qualifications

• Prior HR, compliance, payroll, onboarding, or administrative experience preferred.
• Prior experience with Form I-9 requirements, employment eligibility verification, or employee recordkeeping strongly preferred.
• Ability to maintain an high degree of confidentiality and understands procedures for handing personal identifiable information.
• Strong attention to detail and ability to identify missing or inconsistent documentation.
• Ability to handle confidential employee information with professionalism and discretion.
• Comfortable communicating with employees and managers regarding documentation requirements and follow-up needs.
• Proficiency with Microsoft Office, Excel, HR systems, and electronic document management tools.
• Ability to work independently, manage multiple follow-up items, and meet compliance-related deadlines.