HR Operations Coordinator

Job description

Gaggle builds technology that helps K-12 schools identify student safety and wellness concerns so districts can intervene early, the kind of work our team is proud to say saves lives. We're hiring a detail-oriented HR Operations Coordinator to handle day-to-day HR operations: leave administration, onboarding and offboarding, compliance documentation, and the everyday work that keeps our employees and contractors covered. This is a hands-on execution role for someone who likes structure and staying on top of the details. Key Responsibilities Leave & Accommodation Administration Administer Gaggle's in-house leave program, including tracking usage, documentation, and approvals/denials. Track and apply state-specific paid leave programs that intersect with company leave policy, escalating questions as needed. Provide timely communication of all leave needs with HR and Finance. Maintain documentation for the ADA interactive process. Employee & Contractor Administration Handle onboarding and offboarding logistics for both employees and contractors, including contractor-specific recordkeeping requirements. Own compliant I-9 verification and documentation for all new hires. Manage background check workflow administration. Own recruiting, candidate inquiries, and job postings. Maintain a running list of state registrations, powers of attorney, and system logins across the states where we have teams. Respond to employment verification requests as they come up. Support the annual handbook review and Gaggle Compliance Month. Compliance Support required state and federal employment filings, including ACA, EEO-1, and Form 5500, by gathering documentation and tracking deadlines. Assist in maintaining the multi-state contractor classification framework and making teams aware of the implications. Serve as the point of contact for garnishment orders and other court documents, and support unemployment claims in partnership with our claims vendor. HR Systems & Administrative Support Maintain HR documentation and recordkeeping across systems, including contractor agreements, renewals/expirations, and required documentation. Troubleshoot day-to-day issues with Paychex and other HR-related vendors. Maintain and build out internal HR documentation and resources. Assist with the annual performance review process. Be the point person for routine contractor administration and escalated HR-system issues. Pull and build HR reports, including custom reports, from Paychex as needed. Track and document employee status changes (such as role, location, or classification changes) for recordkeeping purposes. Provide general administrative support to HR and Finance, including vendor coordination, event logistics, holiday gifts, and responding to employer reviews. Cross-train on core processes as needed to maintain continuity across the team. Employee Relations Serve as an empathetic, approachable first point of contact for employees with day-to-day HR questions or concerns. Accurately and confidentially document any employee concerns that come your way, escalating anything sensitive or beyond routine. Qualifications Required 5+ years of professional work experience, including 2+ years in HR with multi-state exposure. Bachelor's degree or equivalent practical experience. Working knowledge of federal and multi-state employment fundamentals. Strong organizational and documentation skills, excellent attention to detail. Comfortable navigating Paychex (or a similarly complex HRIS platform) for day-to-day administration, including pulling standard and custom reports. Hands-on experience with I-9 verification, unemployment claims, or wage garnishment processes. Preferred PHR (HRCI) or SHRM-CP certification, or actively working toward one. Experience supporting contractor workforce administration. Solid understanding of employee benefits (health, dental, vision, 401(k)). Notary Public commission, or willingness to obtain one. Core Competencies You work independently and take full ownership of your tasks without needing close supervision. You're detail-oriented, taking a "measure twice, hammer once" approach to ensure accuracy. You look for what needs to get done or could be improved rather than waiting to be told. You work through tasks quickly and consistently, rather than letting things pile up. You're a self-directed learner who enjoys figuring out new systems and processes. You want what is best for people, and it shows every time someone comes to you. Salary Range and Benefits Please apply to this posting in order to learn more about the starting salary range and benefit options. Some benefits highlights: We’re a remote-first company; our team works together across all 50 US states PPO and HDHP health insurance plans through BCBS of Illinois; coverage includes treatment for fertility (including IVF) as well as offering virtual visits and mental health resources Dental insurance (including orthodontia) through Guardian Vision insurance through BCBS/EyeMed HSA, FSA, LPFSA, and DCFSA available, with a $500 annual company contribution 401(k) plan with immediate vesting and a 4% company contribution with each paycheck Employee Assistance Program through Paychex and Guardian (includes financial and legal assistance) Flexible PTO Generous, 100% to 70% paid leave plans, up to 90 days Pet Insurance Discount Program Fun perks such as team recognition programs, holiday gifts and bonuses, raffles, and fantasy football leagues Our Team Commitment Gaggle is proud to be recognized as a 2023 Top Workplace and also a proud recipient of the 2024 Top Workplaces USA Today award. We are committed to equal opportunity without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality, or sex.