Note: The job is a remote job and is open to candidates in USA. AlertMedia is a fast-growing software company focused on saving lives through effective communication during emergencies. They are seeking a Human Resources Operations Specialist to manage payroll, benefits administration, and leave management, ensuring compliance and support for employees during critical moments.
Responsibilities
- Prepare, process, and audit US payroll accurately and on time, in close partnership with Finance and the HR Operations team
- Own multi-state payroll compliance: tax registrations, unemployment accounts, SUI rate updates, and jurisdiction-specific requirements across all states where AlertMedia has employees
- Support international payroll coordination for our global population in partnership with the HR Operations team and in-country vendors
- Conduct regular payroll audits: reconcile deductions, verify data integrity across Rippling, and catch and resolve discrepancies before they become employee-facing issues
- Manage payroll-related employee questions with accuracy and responsiveness
- Partner with Finance on payroll reporting, cost tracking, and reconciliation
- Stay current on US federal and state payroll regulations, tax law changes, and international payroll requirements relevant to our footprint
- Manage day-to-day US benefits administration: enrollments, life events, qualifying event changes, employee questions, and coverage troubleshooting
- Support annual open enrollment end-to-end: system configuration in Rippling, employee communications, education sessions, enrollment assistance, and post-enrollment audits
- Conduct regular benefits audits including carrier reconciliations, eligibility confirmations, billing reviews and resolve discrepancies proactively
- Partner with Finance on monthly benefits billing and cost reconciliation
- Assist in administer global benefits programs in coordination with the HR Operations team including UK, Ireland, and Mexico
- Serve as the primary employee contact for benefits questions; resolve issues with empathy, accuracy, and speed
- Maintain current, employee-friendly benefits documentation, resources, and knowledge base articles
- Stay current on regulatory changes affecting benefits: ACA, ERISA, COBRA, Section 125, and international equivalents
- 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
- 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
- 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
- Own and maintain the Leave Playbook, keeping country-specific guidance, regulatory changes, and process documentation current for the People team
- Partner with HRBPs and People Partners on sensitive leave situations requiring additional coordination or accommodation
- Maintain accurate leave tracking and records in Rippling; ensure timely notifications, approvals, and pay continuity coordination with Finance and payroll
- Identify recurring leave administration friction points and drive process improvements
- Serve as a Rippling power user: employee record management, data changes, and module support
- Maintain data accuracy across employee records, benefits enrollments, and leave records; run regular audits and reconciliations
- Build and maintain standard People reports for benefits, leave, headcount, and ad-hoc requests
- Maintain accurate data in our HR Bot to ensure employee-facing information is current and reliable
- Identify and escalate HRIS workflow gaps or data integrity risks; partner with the HR Systems & AI Automation Analyst on improvements
- Support recurring 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 international jurisdictions
- Maintain policy documentation and support employee-facing communications for benefits and leave policy updates
- Stay current on US federal, multi-state, and international leave and benefits regulations
Skills
- 3+ years of experience in HR Operations with demonstrated depth in the following: US payroll processing, benefits administration, and leave management
- Hands-on experience processing multi-state US payroll end-to-end, not just supporting it
- Hands-on experience administering FMLA, STD/LTD, parental leave, ADA accommodations, and state leave programs from intake through return-to-work
- Working knowledge of US payroll law, multi-state tax compliance, and federal/state wage and hour requirements
- Working knowledge of US leave law: FMLA, ADA, USERRA, ADAAA, and key state programs (CA, NY, WA, CO, CT, etc.)
- Experience with Rippling HRIS required; must be comfortable as a daily Rippling user, not just an occasional one
- Active user of AI tools to optimize processes and improve efficiencies
- Comfortable working in Excel, pulling reports, auditing data, and catching discrepancies before they become problems
- Deeply empathetic communicator — you know how to hold space for employees navigating hard moments while keeping the administration moving
- High ownership, strong follow-through, and sound judgment with confidential employee information
- Proactive about compliance and regulatory updates; you don't wait to be told when something has changed
- Bachelor's degree or equivalent experience
- PHR, SHRM-CP, CEBS, or similar certification
- Prior involvement in a payroll system implementation, benefits migration, open enrollment overhaul, or leave program build-out
- Hands-on international leave administration experience (UK statutory leave, Irish entitlements, Mexican IMSS, Canadian provincial programs, Dutch statutory frameworks)
- Preference for Austin, TX based candidates or remote and working in Central time zone
- Comfort using AI tools (Claude, ChatGPT, etc.) for drafting, documentation, and research
Benefits
- Competitive base salary + Company-wide bonus program
- Generous and flexible time off and parental leave policies
- Health benefits - Medical, Dental, Vision and Life Insurance are 100% paid for employees!
- 401K with generous company match
- Amazing rewards and incentives – we love celebrating each other!
- Commitment to community service with opportunities to give back
- A Best Places to Work company 10 years in a row and numerous other awards
- Access to new downtown office with 360 views of Austin, high-tech building gym and nearby running trails
- Ongoing career development opportunities through our Learning & Development team
Company Overview
AlertMedia's helps organizations mitigate risks and respond faster during emergencies and critical events. It was founded in 2013, and is headquartered in Austin, Texas, USA, with a workforce of 201-500 employees. Its website is https://www.alertmedia.com.