Human Resources Coordinator

Position Summary

The Human Resources Coordinator, under the supervision of the Director of Human Resources Operations, performs a wide range of confidential administrative and transactional HR duties that support the full employee lifecycle at Blue Learning. This role is organized around two primary functions: (1) processing new hires from offer acceptance through onboarding, and (2) processing staff changes for current employees, including position, compensation, required state reporting fields and status updates. The HR Coordinator ensures accurate recordkeeping, timely communication with Payroll and campus leadership, and a consistent, high-quality experience for every employee the Home Office supports.

The HR Coordinator is expected to manage highly confidential information with discretion, exercise sound judgment, and meet the deadlines required for payroll cycles, compliance filings, and school calendar transitions.

Qualifications

Education:

• Bachelor's degree in Human Resources, Business Administration, or a related field (preferred).
• PHR, SHRM-CP, or equivalent HR certification (preferred).
• High school diploma or equivalent (required).

Experience:

• Two (2) to three (3) years of experience in an office or administrative setting.
• One (1) to two (2) years of HR-related experience, preferably in a K-12, charter school, or multi-site environment.
• Experience processing personnel actions (new hires, status changes, compensation adjustments) strongly preferred.

Knowledge, Skills, and Abilities (KSAs):

• Working knowledge of HR recordkeeping practices, personnel file requirements, and applicable federal and state employment law.
• Proficiency with HRIS and applicant tracking systems (e.g., TalentEd, Paycom, Paylocity, Workday, or similar) and digital personnel file systems.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace (Docs, Sheets, Gmail, Drive).
• Excellent attention to detail and accuracy in data entry and document processing. Strong written and verbal communication skills, with the ability to communicate clearly with employees, managers, and external parties.
• Ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Strong customer service orientation.

Requirements

Responsibilities and Duties:

The responsibilities below are organized by the two primary functions of this role. The HR Coordinator is expected to own both functions, although volume may shift seasonally (new hire volume increases in summer; staff changes are continuous year-round).

A. New Hire Processing

Responsible for processing each candidate from signed offer through day-one onboarding, ensuring every new employee is compliant, paid correctly, and set up for success on their first day.

• Offer and pre-employment processing: Assign new hire checklist and new hire packets; track signed documents and follow up on outstanding items.

• Background checks and clearances: Initiate and monitor criminal background checks, fingerprinting, sex offender registry checks, Do Not Hire registry checks, and the DPS/FBI clearance process required for Texas public school employees; escalate flagged results to the Director of HR Operations.

• Credential verification: Verify teaching certifications through the Texas Education Agency (TEA), confirm degree and transcript authenticity, and verify licensure or professional certifications where required for the role.

• I-9 and E-Verify: Complete Section 2 of Form I-9 in accordance with USCIS requirements, submit to E-Verify, and maintain compliant I-9 records.

• New hire data entry: Enter new employees into the HRIS with accurate position, campus, salary, pay grade, funding source, and supervisor information; create digital personnel files.

• Onboarding coordination: Schedule new hire orientation, coordinate first-day logistics with the hiring campus or department, issue security badges, and ensure IT and facilities are notified for equipment and access provisioning.

• Payroll handoff: Communicate new hire effective dates, pay rates, and position details to Payroll in time for the relevant pay cycle.

B. Staff Change Processing (Current Employees)

Responsible for processing all personnel actions that affect current employees after their start date, ensuring changes are documented, approved, communicated, and reflected accurately in the HRIS and in Payroll.

• Position control: Process all position control actions, including new positions, reclassifications, title changes, department/campus transfers, and supervisor changes.

• Compensation changes: Process salary adjustments, stipends, supplemental pay, promotions, demotions, and equity adjustments; verify approvals and funding source before processing.

• Coding changes: Update position codes, funding codes, job codes, FLSA status, and cost center assignments in the HRIS, coordinating with Payroll and Finance as needed.

• Status changes: Process changes to employment status (full-time to part-time, exempt to non-exempt, active to leave, leave to active, etc.) and ensure benefits, payroll, and timekeeping are updated accordingly.

• Transfers: Process inter-campus and inter-department transfers, ensuring proper notice, effective dates, and handoff between sending and receiving managers.

• Employee data maintenance: Maintain accurate employee records in the applicable HR system (TalentEd Records, Skyward SMS, and Paylocity) including legal name changes, address changes, emergency contacts, dependents, and direct deposit updates.

• Teacher Service Records: Create and update Teacher Service Records and submit SSA-1945 forms to the Teacher Retirement System of Texas.

• Employment verifications: Process employment verification requests and Public Service Loan Forgiveness (PSLF) forms for current and former employees.

• Payroll coordination: Communicate all changes with pay or benefits impact to Payroll in advance of the applicable pay cycle and reconcile discrepancies.

C. General HR Administration

• Serve as a first point of contact for the HR department by monitoring the shared HR inbox, answering incoming calls, routing inquiries appropriately, and distributing department mail.

• Edit, proofread, and process HR-related documents, correspondence, and reports.

• Maintain the active substitute teacher list for all campuses.

• Process independent contractor, volunteer, and driver files, including background checks and driving record reviews.

• Process purchase requests and track department expenses for the HR team.

• Provide back-up coverage for other HR Coordinators during absences or high-volume periods.

• Participate in HR projects, audits, and process improvement initiatives as assigned.

• Collaborate with other divisions within HR on special assignments or projects.

• Perform additional duties as assigned by the Director of HR Operations or the Executive Director - HR.

Physical and Environmental Factors

Work is performed primarily in an office environment and is in-person at the Home Office. The role requires prolonged periods of sitting at a desk and working on a computer, occasional lifting of files and office supplies up to 20 pounds, and the ability to communicate by phone, email, and in person throughout the workday. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Acknowledgment

This job description describes the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Blue Learning reserves the right to modify this job description at any time.