Accounting, Administrative Skills, Administrator Documentation, Background Investigation, Charter Schools, Communication Skills, Contract Management, Customer Support/Service, Detail Oriented, Documentation, Facilities Management, Follow Through, HRIS/HRMS, High School Diploma, Human Resources, Human Resources Strategy, Inventory Management, Lift/Move 25 Pounds, Maintain Compliance, Microsoft Office, Multitasking, Nutrition, Office Management, Onboarding, Operational Communications, Operational Support, Operations Processes, Organizational Skills, Payroll Administration, Payroll Management, Payroll Software/Services, Physical Demands, Prepare Correspondence, Procedure Development, Provider Contracting, Record Keeping, Reference Verification, Reporting Skills, Technical Support, Time Management
Position Information
Reports To
Business Manager
FLSA Status
Non-Exempt
Supervises
None
Primary Function
Provides administrative and operational support to the Business Manager and contracted Human Resources provider while coordinating HR, payroll, compliance, child nutrition, and operational processes.
Position Summary
The HR & Payroll Coordinator serves as the primary administrative support to the Business Manager and the organization's contracted Human Resources provider. This position functions as the central point of coordination between Trinity Charter Schools (TCS), Reclaim Private Schools (RPS), campus administrators, and the Contractor, ensuring HR, payroll, compliance, child nutrition, facilities, inventory, and operational processes are executed accurately, timely, and consistently.
The Coordinator is responsible for the day-to-day execution of administrative processes, not strategic HR decision-making. The position ensures documentation is complete, audit-ready, and submitted on schedule while providing exceptional customer service to employees and campus leaders. Success in this role depends on organization, attention to detail, confidentiality, follow-through, and the ability to support multiple operational priorities.
Essential Duties and Responsibilities
- Serve as the primary liaison between TCS/RPS and the contracted Human Resources provider.
- Provide daily administrative support to the Business Manager and Contractor.
- Coordinate onboarding, offboarding, Personnel Action Requests (PARs), employee files, I-9s, background checks, fingerprinting, reference checks, service records, contracts, certifications, and recruiting activities.
- Support payroll by coordinating documentation, time keeping, leave records, payroll changes, audits, and employee payroll inquiries.
- Maintain audit-ready HR, payroll, and compliance files.
- Track compliance deadlines and prepare documentation for TEA, Head Start, financial, and federal program audits.
- Coordinate the daily administration of the National School Lunch Program.
- Support inventory management, facilities coordination, vendor communication, and operational projects.
- Maintain HR, payroll, and compliance calendars and workflow tracking systems.
- Prepare reports, correspondence, and administrative documentation.
- Serve as the campus point of contact for operational support and coordinate IT requests as needed.
- Recommend workflow improvements and perform other duties as assigned.
Minimum Qualifications
- High School Diploma or GED required.
- Associate degree or related coursework preferred.
- 2-5 years of experience in administrative support, payroll, HR, accounting, or office management preferred.
- Texas school district or charter school experience preferred.
- Experience with payroll and HRIS systems preferred.
Knowledge, Skills and Abilities
- Exceptional organization and attention to detail.
- Ability to maintain strict confidentiality.
- Strong customer service and communication skills.
- Ability to manage multiple deadlines simultaneously.
- Proficiency with Microsoft Office and Google Workspace.
- Ability to learn and implement new systems quickly.
Performance Expectations
- All HR and payroll documentation submitted accurately and on time.
- Audit-ready records maintained.
- Compliance deadlines consistently met.
- Professional, responsive support to employees, campuses, the Business Manager, and Contractor.
- Consistent implementation of established systems and procedures.
Physical Demands & Work Environment
- Frequent computer use.
- Occasional lifting up to 25 pounds.
- Occasional travel between campuses.
- Maintain emotional control under stress.
Evaluation
- This position will be evaluated after the first 90 days of employment and annually thereafter in accordance with Board policy.
The foregoing statements describe the general nature and level of work performed and are not intended to be an exhaustive list of responsibilities, duties, or qualifications required for this position.
All Trinity Charter Schools employees are employed at will.
Trinity Charter Schools, in accordance with Chapter 22 of the Texas Education Code, conducts fingerprinting and criminal background checks on all applicants. Employment is contingent upon successful completion of the required background check.