HR Systems & Talent Acquisition Manager (Rippling)

HR Systems & Talent Acquisition Manager (Rippling)

Universal Language Service, Inc. · Bellevue, WA · Full-time, salaried exempt · On-site · Reports to: CEO/CFO/President

Base salary: $85,000 up to $95,000 per year · Bonus: up to 17% of base salary

About the role:

Universal Language Service is moving all of its HR operations onto Rippling: payroll, benefits, 401(k), onboarding and training. We need one person to own that project from start to finish and to run a high-volume recruiting desk at the same time.

You will be our dedicated account manager and single point of contact for Rippling, on an ongoing basis. You push for answers, hold their implementation and support teams to deadlines, escalate when things stall, and make sure the platform is configured the way our business needs it. Once it is live, you are the administrator who keeps it accurate and trains everyone to use it.

The other half of the job is recruiting. You will run full-cycle hiring for W2 employees and 1099 independent contractors, in the United States and offshore, and build pipelines ahead of demand. You will also support our customers and audit the documentation our interpreters and translators must hold for the services they provide.

Work location and schedule: This is an on-site position at our Bellevue corporate office, Monday through Friday, 8:00 a.m. to 5:00 p.m. Remote and hybrid arrangements are not available.

Responsibilities

Rippling implementation and ownership:

• Own the Rippling implementation end to end: project plan, timeline, data migration, testing, go-live and adoption
• Serve as the company's single point of contact with Rippling's implementation, account and support teams
• Drive communication with Rippling: open and track every request, follow up persistently, escalate blockers, and hold the vendor to committed dates
• Configure and maintain payroll, benefits, 401(k), time and attendance, onboarding, offboarding and training modules
• Migrate and audit employee and contractor records so data in Rippling is complete and accurate
• Build workflows, approvals, permissions and reports that fit how our departments work
• Coordinate with our benefits broker, 401(k) provider, insurance carriers and accounting team on integrations
• Train managers and employees on Rippling and answer their day-to-day questions
• Run open enrollment and the training calendar in Rippling
• Report implementation status, risks and decisions to leadership every week

Recruiting (W2 and 1099, US and offshore):

• Run full-cycle recruiting for a high volume of open roles: intake, sourcing, screening, interviewing, offer and close
• Recruit W2 employees and 1099 independent contractors across the United States
• Source, vet and engage offshore talent
• Partner with department managers to define requirements and forecast hiring needs
• Write and post job descriptions on LinkedIn, Indeed and other job boards
• Source passive candidates through LinkedIn, Boolean search, resume databases, referrals and professional networks
• Plan, organize and lead hiring events from start to finish, including WorkSource Washington in-person and online hiring events, job fairs and industry-specific hiring events
• Build and manage an active partnership with WorkSource Washington and the Employment Security Department, using their recruiting, applicant screening and labor market services to reach Washington-based talent
• Build recruiting partnerships with refugee and immigrant organizations, including resettlement agencies and the state Office of Refugee and Immigrant Assistance, to reach multilingual candidates
• Build campus recruiting partnerships with colleges, universities and community colleges: career services offices, campus job boards such as Handshake, career fairs, internships, and language, translation and interpreting programs
• Build community recruiting partnerships with churches and other faith-based organizations, cultural and community centers, libraries, veteran and military transition programs, and professional associations
• Identify and manage Washington hiring programs and incentives, including the Work Opportunity Tax Credit, on-the-job training wage support, the Federal Bonding program and the YesVets veteran hiring program
• Own the hiring events calendar and report attendance, cost and hires for every event
• Manage every candidate in the applicant tracking system and keep the pipeline current
• Coordinate background checks, references, I-9 and E-Verify, W-4, W-9 and contractor agreements
• Onboard new hires and contractors through Rippling
• Track and report time-to-fill, source of hire, offer acceptance and 90-day retention

Interpreter and translator onboarding and self-service:

• Own the full onboarding cycle for interpreters and translators, from offer acceptance through readiness to accept appointments
• Collect, review and validate all required onboarding documents and credentials
• Train interpreters and translators to use Rippling self-service for onboarding and payment
• Train interpreters and translators to self-schedule through the company Scheduling portal
• Drive adoption of self-scheduling and enforce automated workflows to minimize manual scheduling and administrative work
• Recruit and onboard to fill-rate targets, so interpreter capacity meets company and customer contract requirements

HR operations and compliance:

• Be the first point of contact for employee and contractor HR questions
• Maintain personnel records, employment contracts, policies and the employee handbook
• Support payroll with accurate data on new hires, changes, leave and terminations
• Support correct worker classification (employee vs. independent contractor)
• Help keep the company compliant with federal, Washington State and multi-state employment requirements
• Produce regular HR metrics reports, including headcount and turnover

Customer support and interpreter/translator compliance:

• Manage and support customers on interpreter and translator staffing, credentialing and compliance questions
• Run internal audits of the documents interpreters and translators are required to hold for the services they provide
• Audit by service type (medical, general and court), by modality, and by the requirements of each specific customer contract
• Track missing and expiring documents, follow up with interpreters and translators until files are complete, and keep records audit-ready
• Report audit findings to leadership and support customer and contract compliance reviews

Requirements:

• 2+ years of combined experience in full-cycle recruiting and HR operations
• Professional in Human Resources (PHR) certification from HRCI, required or obtained within 6 months of hire
• Hands-on administration of an HRIS and payroll platform (Rippling, Gusto, ADP, Paylocity, BambooHR or similar)
• Experience leading or co-leading an HR system implementation or migration
• A track record of high-volume recruiting for both W2 employees and 1099 contractors
• Working knowledge of LinkedIn Recruiter for sourcing, candidate outreach and pipeline management
• Working knowledge of US employment basics: I-9, W-4, W-9, worker classification, wage and hour, and benefits administration
• Multi-state payroll and compliance experience
• Experience in language services, staffing or another contractor-heavy business
• Strong vendor management skills: persistent, organized follow-up and comfort escalating
• Excellent written and verbal communication
• Strong skills with spreadsheets and reporting
• Bachelor's degree in Human Resources, Business or a related field, or equivalent experience

Required certifications and training:

• Professional in Human Resources (PHR), issued by HRCI: required or obtained within 6 months of hire. The PHR is designed for HR professionals focused on implementing programs and supporting day-to-day operations. It validates technical and operational HR knowledge, including U.S. laws and regulations. The exam covers business management, workforce planning and talent acquisition, learning and development, total rewards, employee engagement, employee and labor relations, and HR information management.
• Completed training in employment law, such as LinkedIn Learning's Employment Law Essentials for HR Professionals and Managers, or equivalent
• Completed training in core HR practice, such as LinkedIn Learning's HR Foundations: Core Human Resources, or equivalent

Preferred:

• Direct Rippling administration or implementation experience
• Experience hiring offshore or international contractors
• Experience auditing interpreter, translator or contractor credentials
• SHRM-CP certification
• Training in strategic workforce planning, such as LinkedIn Learning's Human Resources: Strategic Workforce Planning

Compensation and benefits:

Base salary: $85,000 up to $95,000 per year, depending on experience. This is a salaried, overtime-exempt position; overtime is not paid.

Bonus: Eligible for bonuses of up to 17% of base salary:

• Up to 15% for recruiting results , measured by fill rates for interpreter services appointments. Recruiting results are expected to drive fill-rate improvement, up to and including meeting the fill-rate expectations and requirements of the company and its customer contracts.
• Up to 2% for Rippling , based on successful overall integration, implementation and ongoing day-to-day workflows, activities and communication.

Benefits: Medical, dental, vision, life and disability insurance, 401(k), paid time off, a well-stocked communal kitchen, subsidized parking or bus pass, fitness center membership, bicycle storage, shower and locker rooms.

Equal opportunity:

Universal Language Service, Inc. is committed to equal employment opportunity regardless of race, color, genetic information, creed, religion, sex, sexual orientation, gender identity, lawful alien status, national origin, age, marital status, or protected veteran status. We support an inclusive workplace where associates excel based on personal merit, qualifications, experience, ability, and job performance.