HRIS & Compliance Specialist

Position Title: Rippling HRIS & Compliance Specialist Reports To: Director, Human Resources
Direct Reports: None Status: Full-Time, Salary Setting: Remote - candidates located in PST highly preferred. Job Duties:

• Maintain a live HR compliance tracker covering all operating and remote-employee states — minimum wage rates, paid sick and family leave laws, pay transparency requirements, labor law posting obligations, and background check restrictions.
• Proactively monitor regulatory changes and provide timely updates and recommendations to the HR Director on items requiring action.
• Alert tax agency promptly when employees are hired in new states requiring employer tax registration or SUI account setup; maintain a log of state coverage and registration status
• Maintain an accurate log of state registrations, compliance requirements, and current coverage status.
• Manage all employee lifecycle transactions within the HRIS, including hires, promotions, organizational updates, and terminations.
• Conduct monthly data integrity audits to ensure employee records are accurate, complete, and reflective of the active workforce.
• Generate and analyze compliance, audit, and reports as needed to support business and regulatory requirements.
• Create and implement workflows in HRIS to streamline and automate processes.
• Coordinate implementation of new features, system enhancements, and process improvements within vendor platforms to support scalability and operational efficiency.
• Maintain and update the OSHA 300 injury and illness log in compliance with regulatory requirements.
• Coordinate incident reporting with operations and ensure timely and accurate documentation.
• Ensure OSHA 300A annual summary is posted by February 1 and removed by April 30, with records retained in accordance with OSHA guidelines.
• Maintain full compliance with federal and state labor law posting requirements across all physical locations.
• Ensure electronic notice distribution and accessibility for remote employees in all applicable states.
• Monitor regulatory changes and update postings promptly to remain compliant.
• Maintain HR personnel files and records in accordance with federal and applicable state retention requirements.
• Manage the overall records retention and disposition calendar to ensure compliance and audit readiness.
• Plan, track, and communicate progress on HR department initiatives, including handbook updates, open enrollment, compliance training rollouts, HRIS enhancements, and new program launches.
• Develop and maintain project timelines, ensuring accountability and timely delivery of key milestones.
• Provide regular status updates to stakeholders and escalate risks or delays as needed.
• Document and maintain HR workflows and standard operating procedures (SOPs).
• Identify process inefficiencies and lead continuous improvement initiatives.
• Evaluate and implement HR technology enhancements and self-service solutions to improve efficiency and reduce administrative burden.
• Support company-wide safety compliance efforts by coordinating OSHA-related reporting and documentation.
• Assist with incident recordkeeping, injury tracking, and maintenance of accurate safety data.
• Maintain and monitor safety training records to ensure completion and compliance across all locations.
• Prepare the organization for federal and state audits (e.g., DOL, OSHA, EEOC, USCIS) by ensuring documentation is complete, accurate, and audit-ready.
• Maintain ongoing audit readiness and support the HR Director in responding to regulatory inquiries, audits, and investigations.
• Track and coordinate required compliance activities across all locations, including ADA, FLSA, Code of Conduct, and federal and state regulatory changes.
• Maintain accurate compliance records and ensure timely completion of all required training, documentation, and regulatory obligations.
• Manage and oversee relationships with key HR vendors, including Rippling and Aprio (tax, audit, and advisory services), ensuring services are delivered accurately, timely, and in alignment with organizational needs.
• Serve as the primary point of contact for vendor escalations, system issues, and service performance concerns; drive resolution and continuous improvement.
• Partner with Finance and leadership to monitor vendor contracts, scopes of work, and associated costs; identify opportunities for optimization, consolidation, or cost savings.
• Ensure data integrity and compliance across vendor platforms by conducting regular audits, reconciliations, and system reviews.
• Manage and coordinate employment-based visa and immigration processes, ensuring compliance with all applicable federal regulations and organizational policies.
• Partner with external immigration counsel and internal stakeholders to initiate, track, and complete visa petitions (e.g., H-1B, L-1, TN, OPT/STEM) and employment authorization processes.
• Monitor visa status, expiration dates, and work authorization timelines to ensure timely renewals, extensions, and continued work eligibility.
• Ensure compliance with Department of Labor (DOL), USCIS, and other regulatory requirements, including posting notices, wage requirements, and recordkeeping obligations.
• Manage and administer the organization’s virtual mailbox, ensuring timely receipt, review, and distribution of all incoming physical and electronic mail.
• Serve as the central point of coordination for routing sensitive documents (e.g., legal notices, tax documents, employee correspondence, government communications) to appropriate internal stakeholders.

Minimum Requirements:

• Bachelor's Degree in Human Resources or similar field is preferred but not required.
• HR certification (e.g., SHRM-CP, PHR) preferred but not required.
• Minimum of 2-3 years of experience in Human Resources, with a strong focus on HR operations, compliance, or HRIS administration
• Experience supporting a multi-state workforce and navigating federal and state employment laws
• Demonstrated experience with audits (e.g., DOL, OSHA, I-9) and compliance program management preferred
• Experience with HRIS system, Rippling is required.
• Proficiency in Microsoft Excel and reporting tools for data analysis and audits
• Familiarity with compliance tracking tools, document management systems, and electronic I-9 systems preferred

Benefits:

• Medical, Dental, Vision Insurance
• Paid Holidays
• Paid Sick Leave
• Parental Leave
• 401k with Employer Match
• Unlimited Paid Time Off
• Life & Disability Insurance
• Pet Insurance
• Technology Stipend
• Referral Bonus Program

Compensation Range: $65K - $74K