HR Operations Coordinator

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, d