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People Operations Specialist

PAWS Chicago -
Chicago, IL

Job Details

Full-time
From $65,000 a year

Benefits

Health insurance
Dental insurance
Paid time off
Vision insurance
403(b)
Life insurance

Qualifications

Employee onboarding
Confidential information handling
Onboarding process management
Staffing management
Payroll record maintenance

Full Job Description

About PAWS Chicago

PAWS Chicago is the largest animal welfare organization in Chicago and one of the most effective model organizations in the nation working to end the killing of homeless cats and dogs. We work to build No Kill communities by creating innovative, scalable solutions and partnering with shelters, communities, and individuals to save lives. Our People & Culture team is central to supporting the passionate staff and volunteers who make this mission possible every day.

Position Summary

The HR Operations Specialist plays a hands-on, people-facing role within the People & Culture team, providing operational and administrative support across all PAWS Chicago locations. Reporting to the Chief People Officer, this position is the day-to-day engine behind talent acquisition, onboarding, benefits administration, payroll support, employee relations, and compliance — ensuring that every staff member has the tools, information, and support they need to thrive.

This role is especially critical in bridging our Lincoln Park and Little Village locations and ensuring a consistent, high-quality employee experience across the organization. This role will also be critical in helping develop the staffing plan, recruiting strategy, and execution as we move toward opening and operating the Hawthorn Woods Rescue Ranch in 2027.

Key Responsibilities

General

Serve as primary support to the Chief People Officer (CPO) on all People & Culture duties and responsibilities.

Responsible for supporting staff in navigating Quanta.

Supports Generalist on building and refining HRIS

Responsible for maintaining data accuracy, consistency, and integrity across People & Culture.

Includes but not limited to employee files, benefits, legal documents, annual compliance.

Compile monthly P&C reporting from the P&C team for CPO review and ultimate submission to the executive team — including new hires, onboarding, offboarding, exit interview results, compensation/position changes, and risk management.

Generate HR analytics and reports as needed.

Manage and maintain accurate and up-to-date personnel files in compliance with federal, state, and internal recordkeeping requirements.

Other Duties As Assigned.

Talent Acquisition & Onboarding

Responsible for the recruiting support People & Culture provides to the organization, for hourly and mid-entry level roles across all locations.

Partner with hiring managers to:

Define role, job description, IT needs (hardware and access), and allocations.

Develop interview processes and the role of People & Culture.

Ensure feedback for all candidate encounters is captured and documented consistently in standardized hiring matrices.

Screening candidates where necessary

Supporting on creation of offer, any offer negotiations, and sending the offer through Quanta

Any TA reporting

Responsible for pre-employment processes including background checks and collection of new hire documentation.

Responsible for ensuring necessary executive-level approvals are obtained as required at each stage of the hiring process.

Responsible for ensuring completion of all steps of onboarding a new employee, including: new hire technology processes, including notifying IT of new hire details (name, role, start date, equipment and access needs) and coordinating desk setup internally and with CrossRealms.

Benefits Administration

Responsible for benefits enrollment and approvals in Quanta, including new hire elections and qualifying life events.

Responsible for the annual open enrollment process: preparing informational materials, coordinating information sessions, and processing final elections.

Support the Generalists in the day-to-day employee benefits questions and connecting staff to broker resources as needed.

Responsible for auditing and reconciliation of monthly insurance bills and tracking discrepancies.

Responsible for 5500 reporting, FSA/HSA administration, and ACA compliance tasks as directed.

Payroll

Responsible for payroll administration as the P&C lead, ensuring accurate and timely processing across all pay cycles.

Responsible for accurate payroll notes reflecting all employee changes (compensation, status, deductions).

Responsible for completing post-payroll tasks including, but not limited to, 403(b) contribution approvals and FSA/HSA broker submissions.

Responsible for W-2 processing verification at year end, as well as any other year end payroll processes.

Employee Relations & Engagement

Support Generalists in workplace conflict resolution according to PAWS Chicago policy; escalate to CPO as appropriate.

Support annual stay interviews for staff at the director level and below at assigned locations.

Responsible for coordinating and executing the Employee of the Month program and other recognition initiatives.

Responsible for administering employee engagement surveys and Culture Committee support.

Responsible for ensuring employee alignment with written policies through communication and consistent follow-up.

HR Compliance, Legal & Risk Mitigation

Responsible for ensuring compliance with federal, state, and local employment laws including OSHA, EEO-1 reporting, ACA, and Illinois sexual harassment prevention training.

Responsible for compliance with insurance and regulatory requirements, including Workers' Compensation audits, Form 5500 filings, and other applicable insurance and benefits compliance items.

Responsible for the creation and maintenance of an annual compliance calendar to ensure timely completion of audits, filings, and mandatory training deadlines.

Responsible for maintenance of labor law postings across all locations.

Responsible for the annual collection of veterinary licenses and certificates of liability insurance.

Responsible for motor vehicle policy compliance and other internal, insurance, and regulatory requirements.

Responsible for safety initiatives and trainings, up to and including the creation a location specific safety committees.

All safety processes, initiatives, and trainings will be created by the CPO, with the support of facilities and program leadership as well as the People Operations Specialist.

Performance Management & Development

Support Generalists in training managers on the performance review process and ensuring participation across all levels.

Support formal documentation of performance feedback in HRIS and verify system functionality during review cycles.

Support in identifying training and development opportunities aligned with organizational goals.

Workers' Compensation, Safety & Risk Management

Responsible for documenting and reporting workplace injuries with the appropriate level of escalation and coordinating follow-up with affected employees.

Support the CPO in determination of claims vs. direct payment, coordinate through claim closure, and check in with employees on return to work.

Responsible for the development and delivery of detailed risk and risk mitigation reporting for the monthly reporting package to enable P&C to analyze and assess areas of opportunity for improvement.

Offboarding

Support Generalists with the offboarding process, communicating employee departures to appropriate internal parties upon notice.

Responsible for including offboarding data in the monthly reporting package.

Qualifications

Required

2–4 years of HR generalist, HR coordinator, or HR operations experience.

Demonstrated experience supporting multiple HR functions simultaneously (recruiting, onboarding, benefits, payroll).

Strong proficiency with HRIS platforms; experience with UKG or similar systems a plus.

Excellent organizational skills and ability to manage competing priorities across multiple locations.

Clear, professional written and verbal communication skills.

Ability to handle sensitive and confidential information with discretion and sound judgment.

Deep commitment to PAWS Chicago's mission.

Physical Requirements

Walking and moving about to accomplish tasks, particularly for long distances or moving from one work site to another.

Able to lift 25lbs occasionally, 10lbs frequently and a negligible amount constantly.

Repetitive motion.

Ability to travel to PAWS locations as needed.

Preferred

Experience working in a nonprofit, mission-driven, or multi-site organization.

Familiarity with Illinois employment law and Chicago-specific HR compliance requirements.

What We Offer

Competitive nonprofit salary with annual review process.

Comprehensive benefits including medical, dental, vision, and life insurance.
403(b) retirement plan with employer contribution.

Paid time off, sick leave, and organizational holidays.

A deeply mission-driven and collaborative team culture.

The opportunity to make a tangible difference for animals and the people who care for them.

PAWS Chicago is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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