Role Snapshot
The Human Resources Associate is a vital operational support role for KIPP Jacksonville Public Schools, responsible for executing core HR functions including onboarding, compliance, and HRIS administration to support organizational growth and employee success.
Job Description
POSITION OVERVIEW
The Human Resources Associate (HRA) is a vital member of the Human Resources team and supports the operational effectiveness of KIPP Jacksonville Public Schools as the organization continues to grow. Reporting to the Director of Human Resources, the HRA is responsible for supporting and executing core HR operations with a strong focus on onboarding, compliance, employee support, HRIS administration, and data accuracy. This role requires strong organizational skills, attention to detail, customer service, and the ability to manage sensitive information with professionalism and confidentiality.
The Human Resources Associate serves as a primary operational support contact for employees throughout the onboarding and employment lifecycle. This role coordinates onboarding activities, maintains personnel and compliance records, supports payroll and benefits administration, monitors certification and fingerprinting requirements, and ensures HR processes are completed accurately and in compliance with organizational, district, state, and federal requirements.
This position plays a critical role in ensuring employees experience responsive customer service, efficient onboarding and offboarding processes, accurate HR recordkeeping, and timely compliance support. The HRA collaborates closely with the Talent Team, Instructional Development Team, Finance Team, school leaders, and external district partners to support organizational goals and employee success.
Key areas of responsibility include:
HRIS administration and personnel record maintenance
Employee onboarding and offboarding coordination
Compliance management and audit readiness
Payroll and benefits support
Employee communication and customer service
Success in this role is measured through timely onboarding completion, accurate HRIS and compliance records, positive employee onboarding experiences, audit readiness, responsive employee support, and the ability to maintain high levels of organizational accuracy and efficiency.
As a full-time, year-round Human Resources Associate on our Shared Services team, you will typically work from 8:00 a.m. to 5:00 p.m., with occasional evening flexibility to support our organization's needs. We value flexibility, which is why this role transitions to a convenient hybrid schedule after your first 60 days.
SPECIFIC DUTIES
Onboarding/Offboarding/Certification:
Partner with the Talent Team to coordinate and maintain a comprehensive onboarding experience that includes consistent communication, onboarding checkpoints, and employee support throughout the pre-employment and onboarding process.
Serve as a primary point of contact for new hires by providing individualized communication via phone and email, responding to onboarding questions, distributing onboarding materials, and ensuring employees receive timely and accurate information regarding next steps.
Monitor onboarding completion requirements, including HRIS setup, fingerprint clearance, background screening completion, I-9 verification, required documentation, technology requests, and compliance-related onboarding tasks before employee start dates.
Coordinate onboarding and offboarding activities to ensure employee records, access, documentation, and required workflows are completed accurately and promptly.
Collaborate with the Talent Team, HR Director, and Instructional Development Team to develop, maintain, and distribute onboarding and certification resources that support employee readiness and organizational compliance.
Maintain up-to-date knowledge of HR procedures, onboarding requirements, district expectations, certification requirements, and organizational policies to provide accurate guidance and support to employees.
Communicate onboarding and employment-related updates, including fingerprint clearances, onboarding completion status, certification updates, and technology requests, to relevant stakeholders in a timely and professional manner.
HRIS/Benefits/Pay
Maintain accurate and confidential employee records within the HRIS, district-required systems, and organizational databases while ensuring compliance with data management and record retention standards.
Partner with the HR Director to ensure all employee personnel changes, onboarding records, status updates, compensation changes, and separation documentation are entered accurately and maintained within the HRIS.
Generate, analyze, and distribute reports related to onboarding, employee records, benefits administration, payroll processing, compliance monitoring, audits, and other HR operational needs.
Review payroll-related data for accuracy, including new hires, employee changes, supplemental pay, leave adjustments, and separations; identify discrepancies and coordinate corrections in partnership with HR and Finance teams.
Support benefits administration by assisting employees with benefit-related questions, coordinating open enrollment activities, processing applicable documentation, and communicating benefits-related updates.
Maintain confidentiality and discretion when handling employee records, payroll information, benefits data, and sensitive personnel matters.
Compliance:
Maintain accurate personnel, compliance, fingerprinting, certification, and audit-related records in accordance with district, organizational, state, and federal requirements.
Coordinate fingerprinting and background screening processes for employees and contractors while monitoring completion timelines, reprint requirements, and clearance documentation.
Track certification status for instructional staff, including expiration dates, temporary certificates, statements of eligibility, and renewal timelines; communicate required actions and compliance updates to employees and school leaders as appropriate.
Support audit readiness by maintaining organized personnel files, compliance documentation, and reporting records to ensure timely responses to internal and external audit requests.
Partner with the HR Director and Instructional Development Team to monitor certification compliance requirements and ensure organizational adherence to applicable state and district regulations.
Provide first-level support regarding HR policies, procedures, and employment-related questions while escalating complex employee relations or compliance matters to the HR Director as appropriate.
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