Human Resources Operations Specialist

This is a fully remote position, open to applicants in Texas.

📋 Description

• Accurately prepare, process, and audit US payroll in a timely manner, collaborating closely with the Finance and HR Operations teams.

• Take ownership of multi-state payroll compliance, including tax registrations, unemployment accounts, SUI rate updates, and jurisdiction-specific requirements across all states where AlertMedia employs individuals.

• Assist in coordinating international payroll for our global workforce in collaboration with the HR Operations team and local vendors.

• Perform regular payroll audits: reconcile deductions, ensure data integrity across Rippling, and identify and resolve discrepancies before they impact employees.

• Address payroll-related employee inquiries with precision and promptness.

• Collaborate with Finance on payroll reporting, cost tracking, and reconciliation efforts.

• Keep up to date with US federal and state payroll regulations, tax law changes, and international payroll requirements relevant to our operations.

• Oversee day-to-day US benefits administration, including enrollments, life events, qualifying changes, employee inquiries, and troubleshooting coverage issues.

• Manage the entire process of annual open enrollment: configure systems in Rippling, communicate with employees, conduct educational sessions, provide enrollment assistance, and perform post-enrollment audits.

• Conduct regular benefits audits that include carrier reconciliations, eligibility confirmations, and billing reviews, proactively resolving discrepancies.

• Collaborate with Finance on monthly benefits billing and cost reconciliations.

• Assist in administering global benefits programs in conjunction with the HR Operations team for locations including the UK, Ireland, and Mexico.

• Act as the primary point of contact for employee benefits inquiries, resolving issues with empathy, accuracy, and efficiency.

• Maintain up-to-date, user-friendly benefits documentation, resources, and knowledge base articles.

• Stay informed on regulatory changes affecting benefits, including ACA, ERISA, COBRA, Section 125, and international equivalents.

• Manage the complete leave administration lifecycle for all types of leave: FMLA, ADA accommodations, short-term and long-term disabilities, parental leave (maternity and paternity), military leave, bereavement, and state-specific programs.

• Guide employees and managers through the leave process: intake conversations, eligibility determinations, documentation, required notices, pay coordination, return-to-work planning, and ongoing communication.

• Administer global leave programs in accordance with local laws, including UK statutory maternity/paternity/shared parental leave, Irish parental and sick leave entitlements, Mexican IMSS maternity benefits and sick leave, Canadian provincial leave programs, and Netherlands statutory leave frameworks.

• Maintain and update the Leave Playbook, ensuring that country-specific guidance, regulatory changes, and process documentation are current for the People team.

• Collaborate with HRBPs and People Partners on sensitive leave situations that require additional coordination or accommodations.

• Keep accurate leave tracking and records in Rippling; ensure timely notifications, approvals, and pay continuity coordination with Finance and payroll.

• Identify recurring challenges in leave administration and initiate process improvements.

• Serve as a power user of Rippling: manage employee records, data changes, and module support.

• Ensure data accuracy in employee records, benefits enrollments, and leave records; conduct regular audits and reconciliations.

• Develop and maintain standard People reports for benefits, leave, headcount, and ad-hoc requests.

• Keep accurate information in our HR Bot to ensure employee-facing details are current and reliable.

• Identify and escalate HRIS workflow gaps or data integrity risks; collaborate with the HR Systems & AI Automation Analyst on enhancements.

• Support ongoing compliance activities: Form 5500 benefits testing, ACA reporting, COBRA administration, SOC/ISO audits, and employment-related filings.

• Assist the HR Operations Manager with global compliance activities across various international jurisdictions.

• Maintain policy documentation and support employee communications regarding benefits and leave policy updates.

• Stay up-to-date on US federal, multi-state, and international leave and benefits regulations.

⛳️ Requirements

• Minimum of 3 years of experience in HR Operations, demonstrating expertise in US payroll processing, benefits administration, and leave management.

• Proven hands-on experience processing multi-state US payroll end-to-end, rather than merely supporting it.

• Practical experience in administering FMLA, STD/LTD, parental leave, ADA accommodations, and state leave programs from initiation to return-to-work.

• Strong understanding of US payroll law, multi-state tax compliance, and federal/state wage and hour requirements.

• Familiarity with US leave law, including FMLA, ADA, USERRA, ADAAA, and key state programs (CA, NY, WA, CO, CT, etc.).

• Some exposure to international leave and benefits frameworks, particularly in the UK, Ireland, Mexico, Canada, and the Netherlands is preferred.

• Experience using Rippling HRIS is essential; must be comfortable as a daily user.

• Active utilization of AI tools to enhance processes and improve efficiencies.

• Proficient in Excel, capable of generating reports, auditing data, and identifying discrepancies before they escalate.

• A deeply empathetic communicator who can support employees during challenging times while managing administrative tasks efficiently.

• Demonstrated sense of ownership, strong follow-through, and sound judgment when handling confidential employee information.

• Proactive in keeping abreast of compliance and regulatory updates; does not wait for instructions when changes occur.

• Bachelor's degree or equivalent experience required.

🏝️ Benefits

• Competitive base salary plus a company-wide bonus program.

• Generous and flexible time off policies along with parental leave options.

• Comprehensive health benefits, including Medical, Dental, Vision, and Life Insurance fully covered for employees!

• 401K plan with a generous company match.

• Exciting rewards and incentives – we love to celebrate each other!

• Commitment to community service with various opportunities to give back.

• Recognized as a Best Places to Work company for 10 consecutive years and recipient of numerous other awards.

• Access to a new downtown office with panoramic views of Austin, a high-tech building gym, and nearby running trails.

• Continuous career development opportunities offered by our Learning & Development team.

• Engage in meaningful work while advancing your career in a dynamic, global company with an award-winning culture.