Contingent Staffing Coordinator

• Department: Regional Support and Leadership
• Compensation: USD 50,000 - USD 52,500 - yearly

Company Description

About KIPP Texas Public Schools

KIPP Texas Public Schools is a free, public charter school network with more than 45 Pre-K - 12 schools across Austin, Dallas-Fort Worth, Houston, and San Antonio. With over 30 years in Texas, we work together with our families and communities to prepare students for college, career, and beyond! Our schools provide a high-quality, well-rounded education built on academic success and personal growth, where all students learn and thrive in a productive, safe, and joyful way!

As one of the earliest charter networks in Texas—founded in Houston in 1994 and operating as KIPP Texas since 2018,we hire dynamic, collaborative, and dedicated individuals with an unyielding belief that every child will succeed. Join a Team and Family with an unwavering commitment to creating classrooms, offices, and communities rooted in academic success and joy. If you are passionate about joining a mission-driven community that wants every child to \"run to school\", the KIPP Texas Team and Family is for you!

KIPP Public Schools is a national network of public charter schools that prepares students with the skills and confidence to create the future they want for themselves, their communities, and us all. We are a network of 278 schools with nearly 16,500 educators and 190,000 students and alumni.

Job Description

The Contingent Staffing Coordinator is responsible for coordinating contingent workforce activities and ensuring the accurate, timely processing of vendor invoices related to temporary staff, contractors, and other contingent workers. This position serves as a liaison between staffing agencies, hiring managers, Procurement, and Accounts Payable to verify invoice accuracy, reconcile billing discrepancies, monitor contract compliance, and support efficient contingent workforce operations.

Receive, review, and process vendor invoices for contingent staffing services.

Verify invoice accuracy against approved timesheets, purchase orders, contractual rates, and staffing agreements.

Reconcile hours worked, bill rates, overtime, expenses, and other applicable charges.

Investigate and resolve invoice discrepancies by communicating with staffing vendors, hiring managers, and Accounts Payable.

Ensure invoices are coded correctly and submitted for approval and payment within established deadlines.

Track invoice status, pending approvals, payment issues, and outstanding vendor balances.

Maintain accurate records of invoices, supporting documentation, approvals, and vendor communications.

Maintain accurate contingent worker and vendor records in workforce management, procurement, or financial systems.

Vendor and Stakeholder Management

Serve as the primary point of contact for vendor inquiries related to invoices, billing discrepancies, and payment status.

Collaborate with Accounts Payable, Procurement, Human Resources, and department managers to resolve processing issues.

Communicate invoice requirements, documentation standards, and submission deadlines to staffing vendors.

Escalate unresolved billing issues and payment delays to the appropriate stakeholders.

Attend all vendor bi-weekly meetings and report out on invoices.

Reporting and Compliance

Prepare reports on invoice volume, processing status, outstanding payments, and billing discrepancies.

Support invoice audits and ensure compliance with company policies, vendor contracts, purchase orders, and approval procedures.

Identify opportunities to improve invoice processing efficiency, accuracy, and turnaround times.

Maintain confidential workforce and financial information in accordance with company policies.

Support the pre-screening process for Contingent Staffing Program Managers, as needed.

Support Contingent Staffing Personnel-related inquiries via phone and email, especially for new hire or payroll questions.

Work alongside Contingent Staffing Managers to execute logistics for events such as job fairs, sourcing, and cultivation events (in-person or online), as needed.

Serve as a go-to coordinator on the day of large and/or small-scale events.

Substitute Teacher Database (Frontline) System Support & Audits

Maintain campus users' permissions and access, as indicated by Contingent Staffing Program Managers.

Add web alerts to Frontline for subs and campus users, as indicated.

Add and remove campus users, employees, and substitutes.

Qualifications

QUALIFICATIONS:

Associate’s degree from an accredited institution required.

Minimum 2 years of full-time professional experience.

Experience working in schools or non-profits required.

Experience within Human Resources, Talent Acquisition, or Substitute Teacher Management preferred.

Proficiency using applicant tracking and substitute management applications (e.g., Frontline, SmartRecruiters, SmartFind Express, ADP).

Proficiency in Microsoft Office products (Word, Excel, PowerPoint) and virtual collaboration platforms (Google Meet, Zoom).

Proven proficiency in conducting data audits for large data sets to maintain data integrity and compliance.

COMPETENCY AND SKILLS:

Excellent attention to detail, a high level of accuracy, and strong organizational skills required.

Independent, self-starter with strong prioritization skills; operates with an articulate, professional demeanor, self-confidence, and strong initiative.

Proven ability to work effectively and maintain quality output under the pressure of tight deadlines and stakeholder demands.

Ability to efficiently assess a candidate’s qualities and potential within a limited amount of time.

Proven written and verbal communication skills; strong interpersonal skills with the ability to develop productive working relationships across teams.

Ability to effectively express KIPP’s mission and purpose to candidates and external stakehold

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The person in this position needs to be able to move about inside and outside the school throughout the workday.

The candidate is expected to attend conferences, meetings and training sessions both virtually and in person within the Region.

Additional Requirements:

Reliable transportation is needed for travel between campuses

Ability to maintain emotional control under stress.

Work with frequent interruptions.

Hybrid work - Reports to the central office or schools three days a week

Travel Requirements:

Minimal travel: May travel to other school sites or regional offices for professional learning, meetings and other work related activities.

Additional Information

What We Bring to the Table:

• Comprehensive medical, dental, and vision plans with coverage options for employees and their families.
• Competitive vacation and flexible paid time off (PTO) policies.
• Paid family leave.
• Flexible spending account or high-yield HSA.
• Employee assistance programs.
• KIPP also offers the following employee-paid benefits: legal plans, LifeLock identity protection, life insurance and disability insurance.
• Hybrid work - Reports to the central office or schools three days a week

EEO:

KIPP Texas is an Equal Opportunity Employer. KIPP Texas ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation, or disability. Any individual needing assistance in making an application for any opening should contact the Talent Team.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job duties. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

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