Human Resources Operations Specialist

United StatesRemote6d ago

About the role

Do work that matters.   At AlertMedia, everything we do supports our mission: To save lives and minimize loss by identifying active threats globally and facilitating timely communications when an emergency threatens personal safety and business continuity.     Our core values drive us in our important mission of keeping people safe & informed:    <ul> <li>We’re humans not robots  </li> <li>Customers always come first  </li> <li>We work better together  </li> <li>Simplicity is our strength  </li> <li>Our reputation is priceless  </li> <li>Hard work pays off </li> </ul> As one of the fastest growing software companies in the nation, we’re focused on finding the best talent and building the best team to continue accelerating our rapid growth to keep up with our demand.  The HR Operations Specialist is a high-touch subject matter expert responsible for some of the most employee-facing domains in People Operations: payroll, benefits administration, and leave management. You will own US payroll processing end-to-end, serve as the day-to-day point of contact for our global benefits programs, and administer complex leave cases with precision and empathy, all while keeping our HRIS (Rippling) accurate and audit ready.   You will work closely with our HR Operations Manager, People Partners, Finance, and outside vendors to ensure these programs run smoothly and that employees feel supported when they need it most.  This role is right for someone who wants to go deep, not wide. You are energized by getting the details right, proactive about compliance, and capable of holding space for employees navigating difficult personal moments while keeping the operational work moving.  As an AI-forward company, we expect everyone on the People team to use modern AI tools: Claude, ChatGPT, and others, to work smarter, move faster, and deliver better employee experiences. In this role, that means using AI to accelerate research, drafting, audits, and documentation, while keeping the human judgment that benefits, payroll, and leave work demand.  What you get to do every day:     Payroll Administration (approx. 30%)  <ul> <li>Prepare, process, and audit US payroll accurately and on time, in close partnership with Finance and the HR Operations team. </li> <li>Own multi-state payroll compliance: tax registrations, unemployment accounts, SUI rate updates, and jurisdiction-specific requirements across all states where AlertMedia has employees. </li> <li>Support international payroll coordination for our global population in partnership with the HR Operations team and in-country vendors.  </li> <li>Conduct regular payroll audits: reconcile deductions, verify data integrity across Rippling, and catch and resolve discrepancies before they become employee-facing issues. </li> <li>Manage payroll-related employee questions with accuracy and responsiveness. </li> <li>Partner with Finance on payroll reporting, cost tracking, and reconciliation. </li> <li>Stay current on US federal and state payroll regulations, tax law changes, and international payroll requirements relevant to our footprint. </li> </ul> Benefits Administration (approx. 25%)  <ul> <li>Manage day-to-day US benefits administration: enrollments, life events, qualifying event changes, employee questions, and coverage troubleshooting. </li> <li>Support annual open enrollment end-to-end: system configuration in Rippling, employee communications, education sessions, enrollment assistance, and post-enrollment audits. </li> <li>Conduct regular benefits audits including carrier reconciliations, eligibility confirmations, billing reviews and resolve discrepancies proactively. </li> <li>Partner with Finance on monthly benefits billing and cost reconciliation. </li> <li>Assist in administer global benefits programs in coordination with the HR Operations team including UK, Ireland, and Mexico. </li> <li>Serve as the primary employee contact for benefits questions; resolve issues with empathy, accuracy, and speed. </li> <li>Maintain current, employee-friendly benefits documentation, resources, and knowledge base articles. </li> <li>Stay current on regulatory changes affecting benefits: ACA, ERISA, COBRA, Section 125, and international equivalents. </li> </ul> Leave Management (approx. 30%)  <ul> <li>Own the full leave administration lifecycle for all leave types: FMLA, ADA accommodations, short-term disability, long-term disability, parental leave (maternity and paternity), military leave, bereavement, and state-specific programs. </li> <li>Serve as the employee and manager guide through leave: intake conversations, eligibility determinations, documentation, required notices, pay coordination, return-to-work planning, and touchpoints throughout. </li> <li>Administer global leave programs in alignment with local law: 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. </li> <li>Own and maintain the Leave Playbook, keeping country-specific guidance, regulatory changes, and process documentation current for the People team. </li> <li>Partner with HRBPs and People Partners on sensitive leave situations requiring additional coordination or accommodation. </li> <li>Maintain accurate leave tracking and records in Rippling; ensure timely notifications, approvals, and pay continuity coordination with Finance and payroll. </li> <li>Identify recurring leave administration friction points and drive process improvements. </li> </ul> HRIS & Data Integrity (approx. 10–15%)  <ul> <li>Serve as a Rippling power user: employee record management, data changes, and module support. </li> <li>Maintain data accuracy across employee records, benefits enrollments, and leave records; run regular audits and reconciliations. </li> <li>Build and maintain standard People reports for benefits, leave, headcount, and ad-hoc requests. </li> <li>Maintain accurate data in our HR Bot to ensure employee-facing information is current and reliable. </li> <li>Identify and escalate HRIS workflow gaps or data integrity risks; partner with the HR Systems & AI Automation Analyst on improvements. </li> </ul> Compliance & Global Operations (approx. 5%)  <ul> <li>Support recurring compliance activities: Form 5500 benefits testing, ACA reporting, COBRA administration, SOC/ISO audits, and employment-related filings. </li> <li>Assist the HR Operations Manager with global compliance activities across international jurisdictions. </li> <li>Maintain policy documentation and support employee-facing communications for benefits and leave policy updates. </li> <li>Stay current on US federal, multi-state, and international leave and benefits regulations. </li> </ul> What you bring to the role:     <ul> <li>3+ years of experience in HR Operations with demonstrated depth in the following: US payroll processing, benefits administration, and leave management. </li> <li>Hands-on experience processing multi-state US payroll end-to-end, not just supporting it. </li> <li>Hands-on experience administering FMLA, STD/LTD, parental leave, ADA accommodations, and state leave programs from intake through return-to-work. </li> <li>Working knowledge of US payroll law, multi-state tax compliance, and federal/state wage and hour requirements. </li> <li>Working knowledge of US leave law: FMLA, ADA, USERRA, ADAAA, and key state programs (CA, NY, WA, CO, CT, etc.). </li> <li>Some exposure to international leave and benefits frameworks: UK, Ireland, Mexico, Canada, and the Netherlands preferred. </li> <li>Experience with Rippling HRIS required; must be comfortable as a daily Rippling user, not just an occasional one. </li> <li>Active user of AI tools to optimize processes and improve efficiencies </li> <li>Comfortable working in Excel, pulling reports, auditing data, and catching discrepancies before they become problems. </li> <li>Deeply empathetic communicator — you know how to hold space for employees navigating hard moments while keeping the administration moving. </li> <li>High ownership, strong follow-through, and sound judgment with confidential employee information. </li> <li>Proactive about compliance and regulatory updates; you don't wait to be told when something has changed. </li> <li>Bachelor's degree or equivalent experience. </li> </ul> Nice to haves:  <ul> <li>PHR, SHRM-CP, CEBS, or similar certification. </li> <li>Prior involvement in a payroll system implementation, benefits migration, open enrollment overhaul, or leave program build-out. </li> <li>Hands-on international leave administration experience (UK statutory leave, Irish entitlements, Mexican IMSS, Canadian provincial programs, Dutch statutory frameworks). </li> <li>Preference for Austin, TX based candidates or remote and working in Central time zone. </li> <li>Comfort using AI tools (Claude, ChatGPT, etc.) for drafting, documentation, and research. </li> </ul> Location: While we have a preference for Austin based employees, this role is open to remote, U.S.-based candidates. Please note that we currently do not hire candidates residing in the following states: Alaska, California, Hawaii, Louisiana, Mississippi, Montana, New Hampshire, North Dakota, Oregon, Pennsylvania, Rhode Island, Vermont, Washington, West Virginia, and Wyoming. Sponsorship: AlertMedia does not sponsor employment visas. Candidates must have existing authorization to work in the U.S. without the need for sponsorship now or in the future.  What success looks like:  <ul> <li>First 30 days: You have learned our benefits plans, Rippling setup, leave programs, and employee support channels. You've met key partners across People, Finance, and external vendors. </li> <li>By 90 days: You are independently managing day-to-day benefits and leave administration. Employees receive timely, clear, and empathetic support. Leave cases are tracked and documented with no gaps. </li> <li>By 6 months: You have owned at least one open enrollment cycle or major leave program milestone, improved at least one recurring process, and are the trusted go-to for benefits and leave questions across the organization. </li> <li>By 12 months: You are the undisputed internal expert on benefits and leave, operationally sharp, compliantly current, and consistently trusted by employees and partners in the moments that matter most. </li> </ul> Why you’ll love working at AlertMedia:     At AlertMedia, you won’t just build your career — you’ll be part of something meaningful, surrounded by people who genuinely care about the work and each other.   <ul> <li>Competitive base salary + Company-wide bonus program   </li> <li>Generous and flexible time off and parental leave policies   </li> <li>Health benefits - Medical, Dental, Vision and Life Insurance are 100% paid for employees!   </li> <li>401K with generous company match   </li> <li>Amazing rewards and incentives – we love celebrating each other!   </li> <li>Commitment to community service with opportunities to give back    </li> <li>A Best Places to Work company 10 years in a row and numerous other awards   </li> <li>Access to new downtown office with 360 views of Austin, high-tech building gym and nearby running trails   </li> <li>Ongoing career development opportunities through our Learning & Development team    </li> <li>You'll do meaningful work—while growing your career in a fast-moving, global company with an award-winning culture  </li> </ul> About AlertMedia:     AlertMedia, backed by Vista Equity Partners, helps organizations protect their people and businesses through all phases of an emergency. Our award-winning threat intelligence, emergency communication, and travel risk management solutions help companies of all sizes identify, respond to, and recover from critical events faster and more confidently. AlertMedia supports essential communication for thousands of leading businesses—including JetBlue, Coca-Cola Bottling, and Walmart—in more than 150 countries.     We are an equal opportunity employer focused on creating a collaborative and exciting place for all to work. Ensuring a diverse, inclusive, and equitable workplace for all people is key to our success and core to our values. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.       This is an amazing opportunity to be part of our wave of momentum and take our company, and your career, to the next growth stage. We'd love to get to know you better and share how we serve our amazing customers. For more information, please visit <a href="http://www.alertmedia.com/">www.alertmedia.com</a>       By applying for the role, you agree that Alert Media will use your Personal Information in connection with the recruitment process and in accordance with our Privacy Policy – <a href="https://www.alertmedia.com/legal/privacy-policy/">https://www.alertmedia.com/legal/privacy-policy/</a>

Perks & benefits

401k
Unlimited Vacation
Pension Matching
Equity Compensation

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