HR Associate

Job Description

Job Description

St. Mary’s Montessori School is seeking a dependable and detail-oriented HR Associate to support both human resources and daily administrative operations. The ideal candidate is professional, organized, adaptable, and able to handle confidential information with care and discretion. This role requires someone who can manage multiple priorities in a fast-paced school environment while contributing to the overall mission and daily operations of St. Mary’s Montessori School. GENERAL OVERVIEW OF JOB

The HR Associate supports both human resources functions and daily administrative operations. This role is responsible for onboarding, employee support, payroll coordination, training, and compliance, while also assisting with front office operations, vendor coordination, and general administrative tasks. The position requires strong organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

The essential functions of this job and the tasks required to support them.

1. Human Resources and Administrative Functions

Recruitment & Onboarding

• Assist with job postings, applicant screening, and interview scheduling
• Prepare offer letters and onboarding paperwork
• Facilitate new hire orientation and ensure completion of all required documentation
• Track onboarding progress and compliance requirements

Employee Records & HR Systems

• Maintain accurate employee files in ADP
• Process employee changes (status updates, pay changes, terminations)
• Ensure proper documentation and record retention

Payroll & Timekeeping Support

• Review and audit timecards for accuracy and compliance
• Assist with payroll processing and resolve discrepancies
• Track timekeeping corrections and required documentation

Benefits Administration

• Support employee benefits enrollment and changes
• Assist with open enrollment and respond to employee questions
• Coordinate with benefits providers as needed

Compliance & Policy Administration

• Ensure compliance with applicable labor laws and internal policies
• Support audits and maintain required documentation
• Assist in updating and communicating HR policies and procedures

Employee Relations

• Serve as a point of contact for employee questions
• Support performance review processes and documentation
• Assist with employee concerns and basic conflict resolution

Administrative Operations

• Answer phones, respond to emails, and manage general inquiries
• Greet visitors and assist staff, parents, and vendors as needed
• Maintain organized filing systems (digital and physical)

Operational Support

• Coordinate supply orders, inventory, and vendor relationships
• Run errands between schools and various locations (bank deposits, supply pickups, etc.)
• Assist with scheduling meetings and managing calendars

Billing & Financial Coordination

• Support tuition billing systems (e.g., Procare) and basic account inquiries
• Assist with payment tracking, deposits, and documentation
• Coordinate with accounting on invoices and vendor payments

Facilities & Compliance Support

• Help coordinate maintenance requests and vendor services
• Track compliance items (licensing, required postings, inspections)
• Support audit preparation and documentation collection

Event & Staff Support

• Assist with school events
• Prepare materials and coordinate logistics for internal functions

Other Staff Duties.

• Consistently and regularly attend work as scheduled.
• Complete other duties as assigned by the Head of School /Assistant Director/Corporate Staff.
• Assist with the cleanup and maintenance as needed.
• Attend scheduled school events, if required.

Employees may be assigned additional duties and responsibilities beyond their job description as needed. These duties may vary from time to time. Such assignments are expected to be within the employee's skills and capabilities and contribute to their professional development.

EDUCATION / WORK EXPERIENCE:

The MINIMUM required to perform this position.

• High School Diploma
• Bachelor’s degree in Human Resources, Business Administration, or related field (or equivalent experience) is preferred
• At least 1.5 years of HR, administrative, or office management experience preferred
• Experience with ADP total source preferred
• Familiarity with school or childcare environments is a plus

ABILITIES AND SKILLS:

Special abilities the position requires.

• Flexible/adaptable to constant change.
• Work independently with minimal supervision.
• Ability to prioritize, organize and plan work under own initiative.
• Strong tact and diplomacy; interacts with and works cooperatively with students, parents, and staff.
• Skill in obtaining, clarifying, and exchanging information
• An understanding of relevant school policies and procedures.
• Strong organizational skills and attention to detail.
• Analytical and problem-solving skills.
• Computer skills including the ability to spreadsheet and word processing programs at a highly proficient level. (e.g Microsoft office programs)
• High volume of task management, excellent communication, and interpersonal skills.
• Ability to handle confidential information with discretion

PERSONAL ATTRIBUTES:

• Be honest and trustworthy
• Be respectful
• Possess cultural awareness and sensitivity
• Be flexible initiative, and reliable
• Demonstrate sound work ethics
• Able to request additional training in areas that need improvement.

MENTAL AND PHYSICAL DEMANDS:

The mental discipline and physical requirements that occur regularly in performing the job duties.

• Reading/interpreting • Customer service • Driving company vehicle

instructions • Reasoning/judgment • Problem-solving

• Language skills • Carrying • Repetitive motion

• Detailed work • Standing • Reaching

• Confidentiality • Kneeling • Sitting

• Basic Math • Attendance • Lifting 10-40 lbs.

EXPOSURE TO:

• Moderate hazards (cleaning chemicals/ MSDS provided in breakroom)

• Childhood illnesses

• Heat/cold

• Noise

SUPERVISION:

The amount of supervision this position requires: Daily/Limited Supervision

CONTACT WITH OTHERS:

Parents Regularly

Government/state Agencies Rarely

Administration Regularly

Staff & Students Regularly

Reporting Responsibilities:

Reports to

VP of Operations/Assistant Office Manager

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The above information is intended to describe the most important aspects of the position. It is not intended to be

construed as an exhaustive list of all responsibilities, duties, and skills required in order to perform the work.

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• Benefits:

• - Full Time Employees are eligible for Health, Vision, Dental, and Life Insurance which include an employer paid options.

• - Access to a members only online discount platform providing savings on brand-name products, services, and local retailers for employees.

• - Sick Pay (40 hours)

• - Paid Training(s)

• - Discounted tuition for staff children (Based on availability)

• - Annual wage review

• - 401(k) - After one year of employment

• - Monthly Birthday Celebration

• - Employee Agreement **

  • Paid Vacation Time (40 hours accrued)

  • Eight paid holidays for a year

• ** must qualify for this benefit by maintaining open availability as defined by the company and exceptional performance evaluations. Only a limited amount of employee agreements are available per school year

• To learn more bout our mission and values please visit our website :