Human Resources Coordinator

Kingswood Oxford School is seeking a Human Resources Coordinator to support HR operations across benefits and payroll administration. The role focuses on confidential recordkeeping, compliant employee onboarding and offboarding, accurate payroll processing, and timely regulatory reporting.

Key Responsibilities

• Maintain the highest level of confidentiality at all times.
• Maintain individual employee personnel files and related documentation.
• Support pre-employment processing, including background check, drug testing, and fingerprinting.
• Ensure completion of onboarding activities, including training, HRIS registration, and benefit selection.
• Coordinate offboarding support, including counseling on COBRA, retirement, accrued vacation and personal time, and return of school property.
• Notify insurance carriers of COBRA-eligible terminations.
• Maintain vacation, sick, and personal time balances.
• Maintain records of all “other withheld items” to reconcile to the G/L for fiscal year end.
• Provide wage and benefit information for surveys (NAIS, CAIS).
• Coordinate employee performance review administration, ensuring annual reviews are filed in personnel folders.
• Complete employee verification forms (for example, mortgage and credit applications).
• Support compliance reporting for the Department of Labor, Social Security Administration, and OSHA as requested.
• Administer Worker’s Compensation activities, including injury report submission, maintaining individual files, annual carrier audit support, and updates to the OSHA summary.
• Provide information for state Unemployment Office inquiries and prepare and participate in hearings when necessary.
• Process payroll and benefit changes requested by employees or required for salary increases and benefit premium changes.
• Maintain the list of drivers holding the “A” endorsement and coordinate quarterly random drug testing on site.
• Coordinate the employee review system.
• Gather, write, and review job descriptions for personnel.
• Support recruiting coordination for open positions, including posting roles and collecting resumes.
• Maintain federal and state employment and regulatory postings, updating as needed.
• Partner with the Head of the Upper School and Head of the Middle School to update faculty salaries annually, and create annual employment letters for faculty and Camp KO employees, including assignment letters and employment letters for staff, coaches, and Camp KO employees.
• Administer lease agreements for tenants moving into school-owned properties.
• Review, revise, and distribute the Employee Manual on an annual basis.
• Coordinate with the insurance broker on annual renewal bids and evaluate available insurance and benefit options.
• Prepare and distribute open enrollment materials and process enrollment contracts for benefits for full-time and part-time employees.
• Administer retirement plan enrollment and disseminate up-to-date retirement plan information, including quarterly individual meetings with the Voya representative.
• Reconcile monthly insurance carrier bills for medical, dental, vision, and life insurance.
• Intervene on an employee’s behalf with third-party administrators when necessary.
• Coordinate employee leaves under FMLA, STD, or CT Paid FMLA.
• Process bimonthly and monthly payroll changes, including time sheet processing, pay changes, additional payments, and changes to payments and/or deductions, including manual and voided payroll checks.
• Maintain payroll registers and generate journal entries for the Chief Financial and Operating Officer’s review and approval.
• Maintain the payroll database and run queries and exports for requested information.
• Review annual W-2s for accuracy and distribution, complete annual ACA reporting, and update benefit deductions as needed.
• Calculate accrued salaries and benefits for fiscal year end and process payments related to Teaching Chairs, summer grants, events, and other miscellaneous pay adjustments including stipends and coaching payments.
• Provide information for the retirement plan audit annually and support the Controller with the annual 990 tax return.
• Participate in Safety Committee meetings annually.
• Review the KO Emergency Management Plan annually for updates and distribute revised plan materials as changes occur.

Required Qualifications

• Bachelor’s Degree
• Prior work experience in Human Resources, Payroll, or Benefits
• Ability to communicate with all levels of management
• Ability to work independently on assigned projects

Preferred Qualifications

• Experience with ADP or ADP Workforce Now
• Prior experience with benefits management

Technology

• ADP
• ADP Workforce Now
• HRIS
• Voya

Benefits

• 403(b)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Application Question

• Have you uploaded your cover letter?

Work Location and Compensation

• Location: West Hartford, CT (onsite)
• Schedule: In person
• Salary: USD 70,000 - 80,000 per yearly