HR Compliance Support Specialist

Position: HR Assistant

Location: Pittsburgh, PA (On-site: Tuesday, Wednesday, Thursday)

Schedule: Approximately 8:00 AM – 5:00 PM (flexible start/end times available)                                                                                                                                                                             

Travel Required: None

Position Overview

The HR Assistant will primarily support I-9 compliance and related HR administrative functions. This role will work closely with the I-9 audit team, HR vendors, and internal managers to ensure timely and accurate documentation and process adherence. The ideal candidate is detail-oriented, proactive, and has strong communication and problem-solving skills.

Key Responsibilities

I-9 Compliance Support

• Collaborate with the I-9 audit team (Note: this position will not conduct the audit).
• Assist in educating managers on proper I-9 completion.
• Follow up with managers to ensure I-9 forms are completed for all new hires.
• Monitor reports to track upcoming I-9 deadlines and send timely reminders (within the 3-day window).
• Resolve any issues related to the Workday–E-Verify integration, including correcting errors.
• Maintain a working knowledge of acceptable work authorization documents for I-9 verification.

HR Invoice Management

• Receive HR-related invoices or charge notifications (e.g., background checks, labor law posters).
• Create purchase orders (POs) and route them to the appropriate approvers.
• Communicate with vendors regarding proper invoice submission procedures (most are familiar).
• Allocate invoice charges accurately across business units.

Random Drug Screening Coordination

• Manage the administration and tracking of random drug screening processes.

Qualifications

• Prior experience in an HR support or administrative role is preferred.
• Strong understanding of I-9 compliance requirements and documentation.
• Familiarity with Workday and E-Verify systems is a plus.
• Excellent organizational, critical thinking, and investigative skills.
• Ability to identify and suggest process improvements.
• Comfortable handling confidential and sensitive information (PII); candidates must have no history of theft or dishonesty.
• All document handling will be digital—proficiency with digital file management required.

Bonus Qualifications

• Ability to create user-friendly step-by-step guides and SOPs for:
• Completing I-9 forms (for managers).
• Assigned HR administrative tasks.