Compliance Intern

Benefits

Labor Relations, Timekeeping, Payroll, Benefits and Compliance Department:

The Labor Relations, Timekeeping, Payroll, Benefits and Compliance Unit Department is a dynamic, service -oriented team responsible for delivering comprehensive human resource operations solutions to the agency. We serve as the primary liaison to external city government oversight entities for labor relations, employee relations, policy compliance, civil service, payroll, timekeeping, and benefits administration.

This unit keeps our employment practices and work environment aligned with Federal, State, and City regulations. We ensure equitable compensation practices, maintain procedural integrity, and uphold compliance with Local, State, and Federal laws, Collective Bargaining Agreements, Civil Service rules, progressive discipline standards, and City policies.

Together, these functions allow the unit department to provide strategic guidance to agency leadership, support workforce planning initiatives, mitigate operational and legal risk, and promote consistent, transparent, and equitable HR practices across all divisions. Our work safeguards organizational accountability, enhances the employee experience, and strengthens the agency's overall operational effectiveness.

About the role

The Compliance Intern will support the Compliance team in completing a comprehensive personnel file audit and I-9 audit. This project-based role is ideal for a detail-oriented individual interested in HR operations, compliance practices, and data integrity. The intern will work closely with HR staff to ensure personnel records meet agency standards and regulatory requirements, including New York State Personnel File Law.

Responsibilities Include

• Reviewing personnel files for completeness, accuracy, proper organization, and alignment with agency naming and filing standards.
• Identifying missing, outdated, or misfiled documents and assisting with collecting updated information.
• Creating, organizing, and maintaining electronic and physical personnel files, ensuring accurate labeling and secure handling of confidential materials.
• Supporting routine I-9 reviews, document scanning, uploading, and verification across HR systems.
• Preparing former files for storage and coordinating with Records Management as needed.
• Maintaining updated audit logs, trackers, and checklists, and reporting progress regularly to the Compliance team.
• Updating compliance spreadsheets, rosters, organizational charts, and related HR platforms to ensure accuracy.
• Assisting with compliance reporting, audit documentation, and general HR administrative support, including responding to inquiries and preparing personnel files for requests.
• Participating in occasional compliance or file-management trainings and applying learned practices to daily work.
• Completing assigned tasks within established timelines, escalating issues appropriately, and supporting ad hoc projects related to documentation, compliance, or HR operations.
• Ensuring all personnel files and I-9s are complete, accurate, and finalized by the end of the assignment.

Confidentiality Requirements

• Due to the sensitive nature of personnel records, the intern must adhere to all confidentiality, data-handling, and privacy policies at all times.

Most Essential Knowledge, Skills, Abilities & Other Behaviors

We're seeking individuals eager to make an impact, even if they don't tick every box on our job description. We believe in the power of diverse perspectives and the unique blend of lived experiences, non-traditional education pathways, practical know-how, and a variety of skills and abilities that each candidate brings to the table. If you're ready to learn and grow with us, we encourage you to apply and be part of our dynamic team.

Knowledge

• Basic understanding of HR practices, personnel documentation, or compliance concepts
• Familiarity with confidentiality requirements and proper handling of sensitive employee information
• Understanding of electronic and physical file organization principles
• Awareness of federal and state requirements for common personnel documents (e.g., I-9 forms, onboarding documents, training records)
• Basic knowledge of digital filing tools, spreadsheets, or HR systems is a plus

Skills

• Strong attention to detail when reviewing documents for accuracy and completeness
• Organizational skills for sorting, labeling, and maintaining personnel file materials
• Skill in recordkeeping, including updating audit logs and tracking missing documents
• Effective written communication for flagging issues and documenting findings
• Skill in time management to meet audit deadlines and maintain steady progress
• Basic proficiency in Microsoft Excel or similar tools for tracking audit data
• Ability to follow structured filing standards and naming conventions

Abilities

• Ability to identify missing, outdated, or misfiled documents and note discrepancies clearly
• Ability to maintain confidentiality and follow all agency policies regarding sensitive employee information
• Ability to organize physical and electronic documents using established procedures
• Ability to follow detailed instructions and adapt to new processes or priorities
• Ability to collaborate with HR staff to request missing documents or clarify file requirements
• Ability to manage multiple tasks within an audit cycle while maintaining accuracy

Other Characteristics

• Reliable, accountable, and able to handle confidential information with professionalism
• High level of integrity and ethical judgment when working with sensitive personnel records
• Strong initiative and willingness to learn HR compliance standards and file management practices
• Commitment to accuracy and thoroughness in all filing and audit-related tasks

Preferred Qualifications

These are qualifications that would be helpful, but are not essential to being successful in the role. Candidates with these qualifications will be given preference in the selection process.

• Currently enrolled in an undergraduate or graduate program in Human Resources, Public Administration, Business Administration, Compliance, or a related field
• Coursework or prior experience related to HR, employment law, compliance, or record management
• Familiarity with personnel documentation (e.g., onboarding forms, I-9s, training records) or interest in learning
• Experience working with spreadsheets and digital filing systems (Excel, Google Sheets, SharePoint, etc.)
• Strong attention to detail and accuracy when reviewing documents
• Ability to handle confidential and sensitive information with professionalism
• Strong organizational and time-management skills
• Clear written communication skills for documenting audit findings and requesting missing information
• Ability to follow detailed procedures and maintain consistency in file organization
• Interest in compliance, HR operations, or public sector HR practices

Application Instructions

While completing the application, candidates are invited to provide a cover letter via "attachment" or the "Message to the Hiring Team" field on SmartRecruiters.

Qualifications & Requirements

For Assignment Level I

Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school.

For Assignment Level II (Information Technology)

Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or closely related field, including or supplemented by 9 semester credits in an acceptable course of study.

For Assignment Level III (Information Technology Fellow)

Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or other area relevant to the information technology project(s) assigned, including or supplemented by 9 semester credits in an acceptable course of study. Appointments to this Assignment Level will be made by the Technology Steering Committee through the Department of Information Technology and Telecommunications.

Special Note

• Maximum tenure for all Assignment Levels in the title of College Aide is 6 years.
• No student shall be employed more than half-time in any week in which classes in which the student is enrolled are in session.
• Students may be employed full-time during their vacation periods.