Human Resources & Payroll Specialist

Posted: 20-Jul-26

Location: Chatham, Virginia

Type: Contract

Salary: $60,

Categories

Human Resources/Payroll

Preferred Education

4 Year Degree

Chatham Hall seeks talented faculty and staff who put students at the center of their practice. We seek to attract faculty and staff who thrive on being fully engaged in our boarding school community and are committed to each girl’s intellectual, social and emotional well being. The most successful candidates see opportunities before problems, relish innovation and iteration, listen to learn, and thrive in a collaborative boarding school community.

Chatham Hall lives our mission:
Equipping curious thinkers to lead bold lives of impact. Our Episcopal faith tradition means we are fully committed to fostering a diverse faculty and student body.

The Human Resources & Payroll Specialist is responsible for administering the day-to-day human resources and payroll functions for the School. This position serves as the primary contact for payroll processing, employee records, benefits administration, onboarding, and HR compliance while providing exceptional customer service to faculty and staff. The Human Resource & Payroll Specialist plays a vital role in supporting a positive workplace culture and ensuring compliance with federal, state, and local employment laws.

• Process semi-monthly payroll accurately and on schedule for all faculty, staff, coaches, and seasonal employees.
• Maintain payroll records and employee earnings, deductions, taxes, and garnishments.
• Review and reconcile payroll reports prior to processing.
• Process new hires, salary changes, stipends, supplemental pay, bonuses, and terminations.
• Coordinate payroll tax reporting and year-end processing, including W-2 preparation.
• Maintain payroll records in compliance with federal and Virginia regulations.
• Reconcile payroll accounts with the general ledger.
• Respond to employee payroll questions in a timely and confidential manner.
• Coordinate with business office colleagues regarding payroll allocations and reporting.

• Administer the employee lifecycle including recruitment support, onboarding, orientation, employment changes, and offboarding.
• Maintain personnel files and HRIS records in compliance with applicable laws.
• Process employment verification requests.
• Coordinate background checks, reference checks, and required pre-employment screenings.
• Track required employment documentation, certifications, and licenses.
• Maintain employee handbook updates and HR policies.
• Assist with annual contract issuance and employment agreements.
• Prepare HR reports and workforce metrics as requested.
• Support employee engagement and recognition initiatives.
• Support managers with training on supervision and provide personnel related templates

• Administer employee benefits including:
• Health insurance
• Dental and vision insurance
• Life insurance
• Retirement plans (403(b))
• Flexible Spending Accounts
• COBRA administration
• Coordinate annual open enrollment.
• Assist employees with benefit questions and enrollment changes.
• Reconcile monthly insurance invoices.
• Coordinate leave administration including FMLA, ADA accommodations, and paid leave programs.

• Ensure compliance with:
• Fair Labor Standards Act (FLSA)
• Family and Medical Leave Act (FMLA)
• Americans with Disabilities Act (ADA)
• Title VII
• Virginia employment regulations
• I-9 Employment Eligibility Verification
• E-Verify (if applicable)
• Maintain OSHA-related personnel records as required.
• Ensure confidentiality of all employee information.
• Support audits and accreditation requests.
• Assist with workers' compensation claims administration and annual audit.

• Assist with annual salary and compensation updates.
• Coordinate employee training records.
• Support performance evaluation processes.
• Assist with faculty housing payroll implications and taxable benefits.
• Support HR initiatives that promote diversity, equity, inclusion, and belonging.
• Participate in Business Office projects as assigned.
• Maintain professional relationships with external vendors and benefit providers.
• Perform other duties as assigned.

Reports to the Chief Financial Officer. This position has no direct reports.

• Associate's degree required.
• Bachelor's degree in Human Resources, Business Administration, Accounting, or related field preferred.

• Minimum of 3–5 years of payroll and human resources experience.
• Experience processing payroll for 50+ employees preferred.
• Experience in independent schools, higher education, or nonprofit organizations preferred.
• Experience with HRIS and payroll software.
• Experience with benefits administration.

• Thorough understanding of payroll processing and payroll tax regulations.
• Knowledge of Virginia employment law and federal labor regulations.
• Excellent organizational and time management skills.
• Strong…