Human Resources Operations Manager

Statement of Duties:

The HR Operations Manager oversees the City’s core human resources operational functions, including benefits administration, HR systems and reporting, employee lifecycle administration, compliance, and HR administrative services. This position ensures the efficient delivery of HR services across City and School departments while maintaining compliance with applicable local, state, and federal regulations.

The role supervises HR administrative staff and coordinates closely with internal departments, external vendors, and third-party administrators to ensure accurate, timely, and compliant administration of HR and benefits programs. The HR Operations Manager is also responsible for streamlining HR processes, supporting technology improvements, and contributing to recruitment, training, and employee engagement initiatives.

Essential Functions:

The following duties illustrate the range of work that may be performed. The omission of specific duties does not exclude them if they are similar, related, or logically assigned to the position.

• Supervises HR administrative staff and part-time assistants, ensuring consistency, accuracy, and high-quality service delivery across all HR functions.
• Oversees cross-training within the HR team and across divisions to ensure operational continuity and strong customer service.
• Manages the full employee lifecycle administration, including pre-employment processing, training coordination, personnel file management, data reporting, and offboarding.
• Oversees administration of employee and retiree benefits programs, including health insurance (through the Massachusetts Group Insurance Commission), dental, vision, life insurance, disability programs, workers’ compensation, FMLA, and 457(b)/deferred compensation plans.
• Ensures benefits programs are cost-effective, compliant, and responsive to the needs of employees, retirees, and the organization.
• Serves as primary HR liaison with benefits-related third-party administrators and coordinates with payroll, finance, auditors, the Retirement Board, and School administrators on all benefits-related matters.
• Oversees reconciliation of benefits deductions, insurance billing, payroll systems, and General Ledger accounts across multiple funding sources.
• Conducts data collection, analysis, auditing, reconciliation, and reporting of HR and benefits information.
• Manages compliance reporting, including Affordable Care Act (ACA), Health Insurance Responsibility Disclosure (HIRD), and other required state and federal filings.
• Assists with GASB 45 and other actuarial or financial reporting requirements related to employee benefits.
• Conducts analytical work related to benefit plan performance, claims trends, cost forecasting, and collective bargaining impact analysis.
• Oversees open enrollment processes, vendor procurement, and benefits-related projects and initiatives.
• Oversees HR office operations including payroll processing support, procurement, accounts payable, requisitions, contracts, purchase orders, and invoice approvals.
• Plays a key role in employee orientation and retirement seminars, ensuring consistent and accurate delivery of information.
• Recommends and supports HR technology enhancements and system upgrades to improve efficiency and data integrity.
• Identifies and implements process improvements to streamline HR operations and service delivery.
• Conducts regular audits of employee records and benefits data to ensure accuracy and compliance.
• Responds to ad hoc reporting and data requests from leadership and external stakeholders.
• Assists in the development, implementation, and maintenance of HR policies and procedures.
• Ensures compliance with all applicable legal, regulatory, security, and privacy requirements governing HR and benefits administration.
• Maintains current knowledge of HR best practices, industry trends, and applicable legislation.
• Coordinates meetings with City, School, and retiree stakeholders to address issues, resolve concerns, and ensure effective service delivery.
• Performs other related duties as assigned.

Recommended Minimum Qualifications

Education and Experience: Bachelor’s Degree and five (5) years’ experience in human resource management; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job. Professional HR certifications, such as SHRM or PHR, preferred but not required.

Knowledge, Abilities and Skill

Knowledge: Working knowledge of Massachusetts and Federal employment laws and City ordinances related to human resources management; thorough wo