Human Resources Operations Manager

Job Title: Human Resources Operations Manager

Department: Human Resources

Reports To: Chief People Officer/Corporate Compliance Officer

Classification: Exempt

EEO-1 Category: First/Mid-Level Officials and Managers

Safety Sensitive: Yes

Authorized Driver: Yes

Supervises: HR Generalist HR Coordinator HR Assistant

Job Summary

The HR Operations Manager oversees the daily operations of the Human Resources function ensuring efficient compliant and people-centered processes across the employee lifecycle. This role leads HR systems policy administration benefits administration compliance and employee relations. The HR Operations Manager ensures HR service delivery that is timely consistent and aligned with organizational mission and values.

Essential Job Duties

HR Operations & Compliance

• Oversee HR Operations including employee relations HR policy interpretation compliance oversight and HRIS integrity.
• Maintain compliance with federal state and local employment regulations (FMLA ADA EEO FLSA OSHA IL state-specific requirements etc.).
• Manage HRIS systems (Paycom or equivalent) including workflows reporting audits and data integrity.
• Conduct routine HR audits related to personnel files I-9s status changes leave documentation benefits enrollment and safety compliance.
• Ensure consistent application of HR policies progressive discipline ADA/EEO processes FMLA/leave management and workers compensation programs.
• Partner with Talent Acquisition and Development Manager to ensure smooth handoff between recruiting onboarding and HR operations.
• Partner with Talent Acquisition and Development Manager to support annual HR initiatives (compensation reviews engagement survey rollout performance review cycle workforce planning).
• Lead process improvement initiatives to increase efficiency reduce risk and enhance the employee experience.
• Ensure secure and accurate personnel files documentation confidentiality and record retention in accordance with compliance standards.
• Maintain documents and processes to support accreditation and licensing standards such as CARF BALC IDPH GII and other oversight bodies.
• Support the Corporate Compliance Officer in the management and implementation of the annual CARF project plan.
• Support organizational culture by modeling LLGI values coaching leaders and promoting equity and inclusion in decision-making.
• Produce monthly and quarterly HR compliance dashboards for leadership review.

KPI Expectations (Compliance & Policy)

• 98% completion rate for required compliance trainings.
• Zero missed or late filings for required compliance reporting (OSHA logs ACA filings EEO reports etc.).
• 100% accurate I-9 documentation with internal audit scores tracked.
• Close compliance-related cases within timeframes established by the Corporate Compliance Plan.

Employee Relations & HR Service Delivery

• Serve as a primary point of contact for employee relations issues; conduct investigations and provide guidance to managers using SHRM-aligned best practices.
• Coach managers on policy performance conversations documentation and early intervention strategies.
• Support and improve organizational culture through consistent communication fairness and professionalism.

KPI Expectations (ER & Service Delivery)

• Maintain employee relations case resolution time within organizational standards.
• Increase year-over-year employee satisfaction with HR service delivery as measured through HR service or engagement surveys.
• Track and reduce repeat ER issues through coaching and root-cause analysis.
• Maintain HR inbox response time within 2448 hours depending on urgency.

HRIS Oversight & Data Integrity

• Manage HRIS workflows security permissions and data accuracy.
• Conduct weekly monthly and quarterly HRIS audits to ensure accurate employee data job codes supervisor structures and compensation records.
• Maintain reporting dashboards for turnover retention headcount benefits use leave and performance metrics.

KPI Expectations (HRIS & Data)

• 99% HRIS data accuracy validated by routine audits.
• Timeliness of HRIS actions (new hires terminations promotions transfers) consistently within 2472 hours.
• Ensure 100% of HRIS workflows are updated to reflect current policies and organizational structures.
• Provide monthly HR metrics dashboard to leadership on schedule.

Benefits Administration

• Oversee benefits programs including medical dental vision life retirement EAP and other offerings.
• Oversee benefits administration: open enrollment eligibility tracking vendor communications employee inquiries and compliance (ACA COBRA ERISA).
• Ensure timely and accurate processing of enrollments terminations and qualifying life events.
• Lead the annual Open Enrollment process and coordinate with benefits brokers and carriers.

KPI Expectations (Benefits)

• Maintain less than 1% error rate in benefit enrollments and deductions.
• Ensure 100% on-time Open Enrollment completion and accurate carrier submissions.
• Achieve quarterly audit scores of greater than or equal to 98% for benefit eligibility and payroll alignment.
• Reduce benefits-related calls and issues through proactive communication and employee education.

Leave Management & Workers Compensation

• Oversee FMLA ADA VESSA personal leave military leave etc.
• Partner with VP of HSSE on workers compensation processes.
• Maintain accurate documentation follow established timelines and ensure clear communication with employees.

KPI Expectations (Leave & WC)

• 100% compliance with FMLA/ADA timelines and documentation.
• Maintain accurate tracking of leave status with zero overdue follow-up deadlines.
• Reduce WC claim frequency or severity through partnership with safety and operations teams.

Process Improvement & Operational Excellence

• Lead HR process reviews to increase efficiency clarity and employee experience.
• Identify bottlenecks recommend system enhancements and standardize HR workflows across all sites.
• Collaborate with other HR leaders to enhance onboarding retention engagement and manager capability.

KPI Expectations (Process Improvement)

• Implement at least 23 process improvements per year (consistent with SHRM recommendations).
• Reduce HR operational turnaround time across key processes (onboarding HRIS entries benefits changes).
• Track and report cost savings or efficiency gains from process improvements.
• Increase departmental accuracy speed and consistency metrics year-over-year.

Leadership & Team Development

• Lead the HR Generalist and HR Coordinator providing coaching development and performance feedback.
• Establish standard operating procedures (SOPs) and ensure all team members follow them consistently.
• Promote a people-first culture grounded in fairness transparency and inclusion.

KPI Expectations (Leadership)

• Maintain 100% SOP adoption across daily HR operations.
• Improve team productivity through clear KPIs and workflow assignments.
• Demonstrate measurable team development through performance review outcomes and skill growth.

Organization Expectations

• Builds trust by interacting with others in a way that gives them confidence.
• Drives and contributes to the implementation of change management efforts.
• Travels to locations within the LLGI territory.
• Ensures that the customers perspective is a driving force behind customer satisfaction.
• Seeks to understand internal and external customer circumstances problems expectations and needs.
• Identifies organizational needs and creates solutions.
• Builds awareness around LLGIs mission vision and values.
• Identifies opportunities and generates ideas to improve human resources department and organizational objectives.
• Initiates action to create value advance and meet departmental demands.
• Partners with leadership and staff to identify assess create and implement process improvement.
• Enforces and models awareness of safety and loss prevention.
• Ensures that all safety standards are being followed.
• Participates in professional organizations seeks development opportunities and stays current in field.
• Leads and embraces the mission vision and values of LLGI.
• Seeks to understand individual differences and values to build workplace relationships.
• Actively pursues personal development opportunities
• Performs other duties as required or assigned.

Competencies

Authenticity

Courage

Influence

Emotional Intelligence

Positive Disposition

Navigating Complexity

Facilitating Change

Developing Others

Compelling Communication

Leadership Disposition

Optimizing Diversity

Education Experience and Credentials

• Bachelors degree in Human Resources Business Administration or related field or work experience equivalent to a 4-year degree required.
• SHRM-CP/SHRM-SCPor PHR/SPHR preferred.
• 5 years of progressive HR experience including compliance employee relations and HR operations
• 2 years of leadership experience preferred.
• Requires CPR/First Aid certification or ability to obtain certification within six months of employment
• Requires valid drivers license acceptable driving record and proof of insurance
• Experience in nonprofit mission-based or multi-site environment preferred.

Knowledge Skills and Abilities

• Strong knowledge of state and federal employment law HR compliance ADA FMLA FLSA EEO and safety regulations.
• Proficiency with HRIS systems (Paycom preferred) and Google Workspace platform.
• Strong communication problem-solving emotional intelligence and decision-making skills.
• Requires strong knowledge of and leadership experience with multiple human resources disciplines as well as federal and state employment law.
• Requires proficiency with or the ability to quickly learn LLGIs HRIS.
• Requires ability to make compelling presentations before groups to convey information and ideas.
• Requires strong interpersonal verbal and written communication skills.
• Requires ability to manage multiple conflicting priorities.
• Requires ability to develop strong trusting relationships in order to gain support and achieve results.
• Requires ability to maintain confidentiality of information related to LLGI operations financial matters and personnel matters.
• Requires ability to gather data compile information and write reports.
• Requires working knowledge of Microsoft Office and Google Workspace products including Word PowerPoint Outlook Excel Gmail Docs Sheets Slides etc.
• Requires excellent organizational problem solving and collaboration skills.
• Demonstrates sensitivity and the ability to communicate with a diverse population; promotes diversity and inclusion throughout the organization.
• Requires ability to interact with people in a manner which enhances their dignity privacy and confidentiality.
• Requires a high level of professionalism integrity business conduct and ethical behavior.
• Requires ability to work independently while fostering a strong team atmosphere.
• Maintains strong knowledge of models and follows LLGI policies and procedures.
• Demonstrates professionalism.
• Embraces the mission vision and values of LLGI.

Physical Requirements

Office position primarily sedentary

Some travel required

Environmental Conditions

Office environment

Some exposure to warehouse and light industrial environments when traveling to LLGI worksites

Tools and Equipment

Basic office equipment including computer calculator photocopier scanner and telephone. Company vehicle.

Regular Contacts

LLGI Staff

Volunteers/Community Service Workers

Vendors/Suppliers

General Public

Donors/Customers

Service Participants

GII Staff

Stakeholders

Accrediting Agencies

Federal/State Agencies

Auditors/Surveyors

Our Commitment to Diversity
LLGI recognizes our employees differences in age disability veteran status ethnicity national origin language race religion family and marital status socio-economic status gender identity sexual orientation political affiliation and other unique attributes. The individual differences life experiences knowledge innovation unique capabilities and talent our employees bring to the workplace represent an essential part of our culture.