HR Operations Specialist

Commonwealth of Massachusetts; Boston (MA); On-site; USD 74,000 - 106,000; Full time

Job summary

The Commonwealth of Massachusetts is hiring an HR Operations Specialist for EOTSS to support recruitment, onboarding, payroll, and personnel transactions. You will help maintain accurate HR records and coordinate required approvals while ensuring compliance with policies and state requirements.

Based in Boston/Chelsea, you will work with HR staff, hiring managers, and partners to keep processes efficient and accurate. Strong organization, communication, and Microsoft 365 skills are essential.

Qualifications

• Three years of HR operations, payroll, onboarding or related experience.
• Experience coordinating background checks, I-9 processing, and onboarding documentation.
• Strong organizational and time-management skills with deadlines.
• Proficiency with Microsoft 365 and Excel; ability to handle confidential information.

Responsibilities

• Coordinate recruitment, onboarding and background checks; manage candidate communications.
• Assist payroll processing and HR transactions; ensure data accuracy and approvals.
• Maintain and audit employee records, HR trackers, and filing systems.
• Provide frontline HR support and respond to routine inquiries from staff.

Skills

HR Operations

Recruitment Coordination

Onboarding

Payroll

HRIS

Microsoft Excel

Attention to detail

Communication

Education

Bachelor's degree or higher

Tools

Oracle

Workday

Job description

Job Description - HR Operations Specialist (260006ET)

About EOTSS:

The Executive Office of Technology Services and Security (EOTSS) is the lead enterprise technology organization for the Commonwealth of Massachusetts. Charged with driving the ongoing alignment of business and technology across the Commonwealth’s Executive Branch, EOTSS oversees and manages the enterprise technology, digital infrastructure and services, as well as the Commonwealth Security Operations Center and an enterprise Standard Operating Environment that includes an information security and risk management framework for over 125 state agencies and over 43,000 state employees. We directly serve our constituents by providing digital services and tools that enable taxpayers, drivers, businesses, visitors, families and other citizens to do business with the Commonwealth in a way that makes every interaction with government easier, faster, and more secure.

Our Mission:

We provide technology leadership across the Commonwealth to enhance the quality of public service and foster positive community outcomes.

Role Overview:

EOTSS is seeking an HR Operations Specialist to provide day-to-day operational and administrative support to the EOTSS Human Resources team. The position supports key HR functions, including recruitment and hiring, employee onboarding, payroll and personnel transactions, compliance activities, and employee records management.

The HR Operations Specialist works closely with HR staff, recruiters, hiring managers, and business partners to coordinate and complete HR processes accurately and on time. The position plays an important role in maintaining accurate HR information, tracking required documentation and approvals, responding to routine HR inquiries, and ensuring processes are completed in accordance with Commonwealth policies, procedures, and applicable requirements.

Location

The position’s primary work location is One Ashburton Place, Boston, MA 02108. The employee will also be expected to work onsite at MITC, 200 Arlington Street, Chelsea, MA 02150, as operationally needed.

Schedule

The regular work schedule is Monday through Friday, 9:00 AM to 5:00 PM ET. The specific reporting location may vary based on operational needs and will be determined in coordination with the manager.

Telework

Limited ad hoc telework may be available in the future, subject to operational needs and manager approval.

Major Responsibilities:

Recruitment, Hiring & Onboarding

• Coordinate reference checks, background checks, interview scheduling, and candidate communications.
• Prepare and process hiring and onboarding documentation.
• Coordinate and facilitate Day 1 onsite onboarding for new employees.
• Support Form I-9 completion and employment verification.
• Track hiring requirements, approvals, and outstanding documentation.
• Maintain accurate hiring and personnel records.

Payroll & HR Operations

• Assist with payroll and personnel transactions and supporting documentation.
• Review HR and payroll information for completeness and accuracy.
• Track transactions and approvals through completion and assist with resolving routine discrepancies.
• Perform Form 30 audits and support other routine compliance activities.
• Maintain employee records, HR trackers, and filing systems.
• Enter and maintain accurate information within HR systems.

Administrative & Employee Support

• Provide front desk and general administrative support for Human Resources.
• Respond to routine employee and manager inquiries and elevate issues as appropriate.
• Assist with correspondence, scheduling, reports, and document preparation.
• Use Microsoft 365 applications, particularly Excel, to track and maintain HR information.
• Support HR reporting, process documentation, and operational improvements.

Preferred Qualifications:

• Two (2) to three (3) years of experience in Human Resources, payroll, recruiting coordination, or a related HR or administrative role.
• Experience supporting HR operations, including recruiting, onboarding, payroll, personnel transactions, and/or employee records.
• Experience coordinating background checks, reference checks, Form I-9 processing, employment verification, and other pre‑employment requirements preferred.
• Strong organizational and time‑management skills, with the ability to manage multiple priorities, track outstanding items, and meet established deadlines.
• Strong attention to detail and demonstrated ability to review, enter, and maintain information accurately.
• Strong written and verbal communication skills, with the ability to provide professional and responsive customer service to employees, managers, candidates, and other stakeholders.
• Ability to follow established policies and procedures, identify routine discrepancies, and appropriately elevate issues requiring additional review.
• Proficiency with Microsoft 365, particularly Excel, Outlook, and Word.
• Experience entering, maintaining, and retrieving information in an HRIS, payroll, applicant tracking, or similar administrative system; experience with Oracle, Workday, or a comparable system preferred.
• Ability to handle sensitive and confidential employee and personnel information with discretion and professionalism.
• Ability to work effectively both independently and collaboratively in a deadline‑driven environment.
• Ability to work onsite at both Boston and Chelsea locations based on operational needs.
• Massachusetts state government or other public‑sector Human Resources experience preferred.

Qualifications

• First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three years of full time, or equivalent part‑time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the‑required experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.*

III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

An Equal Opportunity / Aff… Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC)may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

If you have Diversity, Aff… or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Emily Hartmann – 6176608300

Bargaining Unit: 06-NAGE – Professional Admin.

Confidential: No

Potentially Eligible for a Hybrid Work Schedule: Yes

Salary: 73,615.88 – 106,401.62 Yearly