Job Title: Human Resource / Payroll / Benefits Coordinator

Exemption Status/Test: Salary Exempt

Reports to: Assistant Superintendent Date Revised: 02/04/2026

Dept./School: Human Resources / Business

Primary Purpose:

Provide support for daily human resource operations. Handle routine HR inquiries and provide responsive and knowledgeable assistance to employees.

Responsible for the daily payroll activities of the district. Ensure that payroll is delivered in compliance with applicable state and federal laws and regulations and in a timely manner.

Coordinate the employee benefits program for the district. Maintain records and provide assistance to employees to ensure effective use of benefits.

Implement district leave program according to established policies rules and regulations. Process and provide timely notification and communication to employees and supervisors regarding leaves and absences.

Prepare the districts compensation program ensuring that employee salaries remain competitive and equitable. Monitor compensation plan and job classifications for compliance with state and federal law and regulations.

Responsible for hiring all district substitutes. Act as the primary point-of-contact at the district for substitutes and maintain the system for filling substitute assignments.

Qualifications:

Education/Certification:

Bachelors Degree in related field preferred

Special Knowledge/Skills:

Proficiency in keyboarding and file maintenance

Ability to use software to develop spreadsheets databases and do word processing

Ability to perform basic math

Ability to read speak and understand English

Excellent organizational skills

Effective communication and interpersonal skills

Experience:

3-5 years of experience preferred

Major Responsibilities and Duties:

HR Support

1. Handle routine HR inquiries to ensure a high level of service and responsive knowledgeable support for employees and their supervisors. Explain HR policies and practices to employees as appropriate.
2. Maintain HR information database to ensure that employee information is accurate current and reliable.
3. Maintain position control system in an accurate and timely manner. Reconcile job descriptions with position control to ensure that there is a job description for every job.
4. Prepare and distribute or post job vacancy announcements and advertisements.
5. Receive and process applications including verifying completeness of files.
6. Process new hire paperwork including criminal history information references and other application materials.
7. Process teacher applications and verify certification with the Texas State Board of Educator Certification (SBEC) universities colleges and education agencies in other states.
8. Prepare and maintain employee service records.
9. Respond to requests for verification of employment.
10. Administer the records storage and destruction process of personnel records following established records retention schedule and requirements of the Texas State Library and Archives Commission. Assist with the purging of records and coordinate imaging of inactive HR records.
11. Prepare maintain and distribute employee handbook as directed

Compensation Administration

1. Prepare and update district pay structures and stipend schedules.
2. Ensure procedures for administering the districts pay practices and procedures for placement of newly hired employees and employees who change assignments are applied consistently. Streamline processes to ensure efficient and effective operations.
3. Calculate salaries for new hires and assignment changes.
4. Conduct job analysis to determine appropriate salary levels according to compensation guidelines. Review jobs to determine FLSA exemption status.
5. Coordinate the annual salary change process and monitor adjustments to ensure accuracy.
6. Investigate and respond to salary review requests from district personnel.
7. Analyze and interpret data to determine competitiveness of district salaries. Identify and recommend appropriate changes.
8. Analyze compensation policies in relation to wage and hour regulations and recommend changes as appropriate.
9. Participate in compensation surveys. Conduct surveys as need to collect market data.

Payroll

1. Direct and control payroll preparation and production including regular special and supplemental payrolls. Ensure adherence to standards and procedures and take steps to correct problems delays and inaccuracies.
2. Develop and implement payroll procedures to ensure timely processing of payroll and the applicable payment of all benefits and payroll deductions.
3. Receive and audit time sheets for all district employees. Calculate employee wages salaries hours worked overtime pay and determine withholdings deductions and net pay.
4. Ensure accuracy of payroll data input and calculations balancing each payroll prior to check disbursement.
5. Control payment of all liabilities generated through payroll including taxes Teacher Retirement System (TRS) deposits insurance and other deductions.
6. Process and resolve direct deposit and other banking interactions.
7. Prepare and submit payroll reports and forms including those required by Internal Revenue Service Texas Workforce Commission Texas Retirement System Federal Insurance Contributors Act (FICA) Medicare and Texas New Hire Reporting.
8. Respond to requests from financial institutions regarding verification of employment.

Leave Administration

1. Process all long-term absences according to established guidelines including determining eligibility for various leave programs (e.g. family medical leave and temporary disability leave) and providing employees with appropriate and timely notice.
2. Counsel with employees and supervisors concerning leave benefits and provide employees with accurate information related to absences such as deductions from pay medical certification requirements return-to-work dates and fitness-for-duty requirements. Maintain employee leave records including confidential medical information in accordance with federal and state laws and regulations and district policies and procedures including those related to workers compensation.
3. Work with campus and departmental administrative staff to process daily absence reports.
4. Assist with employee orientation program and present information on leave benefits.
5. Track absence data and provide campus principals other department heads and others with trend reports.

Benefits Administration

1. Administer employee benefit programs such as group health insurance dental life and medical reimbursement.
2. Handle employee benefit inquiries and complaints to ensure quick equitable and courteous resolution. Act as liaison between employees and insurance carriers claims office and resolve administrative problems with insurance carrier representatives.
3. Provide timely notice to employees under the requirements of the Consolidated Omnibus Budget Reconciliation Act (COBRA) Health Insurance Portability and Accountability Act (HIPAA) and Affordable Care Act (ACA) including issuing certificates of coverage for all medical plans for all terminated employees and dependents.
4. Assist in conducting benefits orientation meetings and enrollment of new employees in benefit plans.
5. Assist with annual open enrollment process including making group presentations and preparing distributing and receiving materials and forms. Process all employee benefit enrollment and change forms within required time limits to meet payroll deadlines.
6. Prepare and verify monthly premium statements for all group insurance policies. Balance and submit billing statements to accounting for payment.
7. Maintain all benefits-related records including statistical data relative to premiums and cost. Assist with required data entry and preparation of reports.

Substitute Management

1. Oversee the automated substitute system including data entry and generation of reports (e.g. substitute lists absences reports and utilization reports)
2. Provide training and support to all users of substitute system to ensure correct usage.
3. Prepare distribute receive and process substitute applications. Screening and hiring of substitute applicants.
4. Schedule organize and participate in substitute orientations.
5. Prepare and submit information required for processing substitute employee payroll.

Other

1. Answer and respond to incoming calls take reliable messages and route to appropriate staff.
2. Greet visitors and assist employees and applicants to complete applications and required paperwork.
3. Assist with the preparation and distribution of employment contracts.
4. Maintain confidentiality.
5. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals; imaging equipment

Posture: Frequent walking standing bending/stooping and reaching. Occasional pushing/pulling and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light to moderate lifting and carrying (less than 44 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Required Experience:

IC