Human Resources Operations Manager

Job Description

Job Description

We are Girl Scouts of Orange County! We are nearly 15,000 girls and 9,000 volunteers and adult members who believe in the power of every girl to change the world. We are champions of girl ambition, fueled by our unstoppable drive to provide every girl, regardless of age, background, or ability, the life-changing benefits Girl Scouts provides her to dream big and do bigger. Girls need the connectivity and sisterhood that Girl Scouts provides for self-expression, discovery, community, and inclusion – now more than ever. And with programs in every OC zip code, we offer every girl fun and inspiring experiences to practice a lifetime of leadership, adventure, and success. Girl Scouts - building girls of courage, confidence, and character, who make the world a better place.

Position Summary

The Human Resources Operations Manager is responsible for the day-to-day administration and operational execution of the Council's human resources functions, with primary responsibility for payroll, benefits administration, HRIS management, employee records, leave administration, and HR compliance.

This is a highly hands-on position requiring strong technical knowledge of payroll, benefits, HR systems, and federal and California employment requirements. The HR Operations Manager serves as a key resource to employees and managers, independently manages HR processes, identifies and resolves issues, and ensures HR transactions and records are accurate, timely, and compliant.

The HR Operations Manager works closely with the HR Director on employee lifecycle processes, compliance, policies, reporting, and special projects. The position is expected to exercise sound judgment, maintain strict confidentiality, and escalate complex or sensitive matters appropriately.

Essential Responsibilities/Activities

Payroll Administration 

• Manage the end-to-end payroll process, including timesheet review, PTO, deductions, garnishments, staff campaign deductions, tax information, wage changes, and other payroll adjustments.
• Ensure payroll is processed accurately and timely in accordance with applicable federal and California wage and hour requirements and Council policies.
• Review payroll reports and reconciliations and identify and resolve discrepancies.
• Maintain accurate payroll records and ensure appropriate documentation of payroll changes.
• Coordinate payroll-related tax, wage, and reporting requirements with payroll providers and internal stakeholders.
• Serve as a primary resource for employee payroll questions and resolve routine issues independently.
• Maintain knowledge of California payroll requirements, including wage and hour rules, required deductions, paid sick leave, final pay requirements, and other applicable requirements.
• Partner with Finance as needed to reconcile payroll, payroll-related accounts, and benefit deductions.

Benefits Administration

• Manage day-to-day administration of employee benefit programs, including medical, dental, vision, life, disability, retirement, and other Council-sponsored benefits.
• Process new hire enrollments, qualifying life events, status changes, terminations, and other eligibility changes accurately and timely.
• Reconcile benefit invoices and eligibility records and work directly with carriers, brokers, and benefit vendors to resolve discrepancies.
• Administer COBRA processes and coordinate benefit continuation requirements.
• Administer 403(b) plan transactions and coordinate with the plan provider regarding eligibility, contributions, corrections, and employee questions.
• Coordinate benefit-related requirements associated with leaves of absence and employee status changes.
• Serve as a primary resource for employees regarding benefit eligibility, enrollment, and routine benefit questions.
• Coordinate annual open enrollment, including employee communications, system updates, vendor coordination, and enrollment reconciliation.
• Support ACA reporting and other required benefit-related reporting and compliance activities.
• Coordinate workers' compensation insurance audits and maintain required documentation.

HRIS, Employee Records & Reporting 

• Serve as a primary administrator of the HRIS and ensure employee data is accurate, complete, and current.
• Process and audit employee transactions, including new hires, terminations, promotions, transfers, compensation changes, status changes, and other personnel actions.
• Maintain accurate electronic personnel and employment records in accordance with applicable legal and Council requirements.
• Develop and maintain HR reports and data for management and HR leadership.
• Conduct regular audits of HRIS data, payroll information, benefits eligibility, and employee records to identify and correct discrepancies.
• Maintain system workflows, employee data, and required documentation.
• Partner with payroll and benefits providers to ensure accurate integration and data exchange.
• Assist with HRIS enhancements, system testing, implementation of new functionality, and process improvements.

Leave Administration & Employee Lifecycle 

• Administer employee leaves of absence in accordance with applicable federal and California requirements and Council policies, including required notices, documentation, tracking, and return-to-work processes.
• Coordinate with employees, managers, benefit providers, and the CHRO regarding leave administration.
• Maintain accurate leave records and ensure appropriate payroll and benefit changes are processed.
• Manage routine employee lifecycle transactions from hire through termination.
• Ensure required employment documentation and notices are completed and maintained.
• Provide employees and managers with accurate information regarding routine HR processes and requirements.

HR Compliance & Policy Administration

• Monitor and administer routine HR compliance requirements under federal and California employment laws.
• Maintain required employee notices, records, reports, and documentation.
• Support compliance with wage and hour requirements, leave laws, EEO requirements, California Pay Data reporting, required postings, personnel record requirements, and other applicable regulations.
• Assist with preparation and submission of required regulatory reports and filings.
• Maintain and update HR policies, procedures, forms, and employee handbook materials under the direction of the CHRO.
• Communicate policy updates and HR requirements to employees and managers.
• Identify potential compliance concerns and escalate complex or high-risk matters to HR leadership or appropriate legal or outside resources.
• Serve as the HR representative on the Council Safety Committee and coordinate routine safety and workers' compensation administrative requirements.

Recruitment & Onboarding

• Coordinate recruitment and onboarding activities for regular and seasonal employees.
• Post positions, coordinate interviews, communicate with candidates, and prepare employment documentation.
• Conduct or coordinate background and employment verifications and ensure required pre-employment documentation is completed.
• Prepare offer letters and other employment documents using approved templates and processes.
• Coordinate new hire onboarding and ensure timely completion of required HR, payroll, benefits, and compliance activities.
• Enter and verify new hire information in the HRIS and related systems.
• Partner with managers to ensure a timely and organized onboarding experience.

HR Support & Process Improvement 

• Serve as a knowledgeable and responsive HR resource to employees and managers on routine HR matters.
• Provide operational support to HR leadership on HR projects, audits, reporting, and process improvements.
• Identify opportunities to improve HR processes, controls, systems, and employee service.
• Develop and maintain HR procedures, checklists, forms, and process documentation.
• Assist with HR audits, vendor management, and special projects.
• Maintain strict confidentiality of employee, payroll, benefits, compensation, and other sensitive information.
• Perform other duties and responsibilities as assigned.

Qualifications

• Bachelor's degree from an accredited college or university in Human Resources, Business Administration, or a related field, or equivalent combination of education and experience.
• At least 3–5 years of progressive HR experience with significant hands-on responsibility for payroll, benefits administration, HRIS, and employee records.
• Demonstrated experience independently processing or managing payroll.
• Strong working knowledge of federal and California employment laws and HR compliance requirements.
• Demonstrated knowledge of employee benefits administration, including medical, dental, vision, life, disability, retirement/403(b), COBRA, and leave-related benefit administration.
• Experience administering HRIS systems and maintaining accurate employee data and records.
• Experience with California payroll and wage and hour requirements.
• Experience with HRIS/payroll systems.
• PHR, SHRM-CP, or similar professional certification is a plus.
• Strong analytical and problem-solving skills with the ability to identify discrepancies, research issues, and independently determine appropriate next steps.
• Excellent attention to detail and demonstrated ability to manage multiple priorities and deadlines.
• Strong written and verbal communication and interpersonal skills.
• Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive employee information.
• Strong proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.
• Ability to work effectively with employees and managers at all levels of the organization.
• Ability to work independently while knowing when to escalate complex, sensitive, or high-risk matters.

Other Requirements

• Must be willing and able to support the mission and principles of the Girl Scout Movement.
• Must successfully complete required background screening.
• Must possess a valid California driver's license and maintain insurability if required for Council business.
• Occasional travel between Council locations or attendance at Council events may be required.

GSOC is proud to be an equal opportunity employer. GSOC is committed to a process of
diversity, equity and inclusion.