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.

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.

• 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.

• 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.

• 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.

• We’re a remote-first…