The Contingent Staffing Coordinator is responsible for coordinating contingent workforce activities and ensuring the accurate, timely processing of vendor invoices related to temporary staff, contractors, and other contingent workers. This position serves as a liaison between staffing agencies, hiring managers, Procurement, and Accounts Payable to verify invoice accuracy, reconcile billing discrepancies, monitor contract compliance, and support efficient contingent workforce operations.
ROLE RESPONSIBILITIES:
Vendor Invoice Processing, Reconciliation & Records
Receive, review, and process vendor invoices for contingent staffing services.
Verify invoice accuracy against approved timesheets, purchase orders, contractual rates, and staffing agreements.
Reconcile hours worked, bill rates, overtime, expenses, and other applicable charges.
Investigate and resolve invoice discrepancies by communicating with staffing vendors, hiring managers, and Accounts Payable.
Ensure invoices are coded correctly and submitted for approval and payment within established deadlines.
Track invoice status, pending approvals, payment issues, and outstanding vendor balances.
Maintain accurate records of invoices, supporting documentation, approvals, and vendor communications.
Maintain accurate contingent worker and vendor records in workforce management, procurement, or financial systems.
Vendor and Stakeholder Management
Serve as the primary point of contact for vendor inquiries related to invoices, billing discrepancies, and payment status.
Collaborate with Accounts Payable, Procurement, Human Resources, and department managers to resolve processing issues.
Communicate invoice requirements, documentation standards, and submission deadlines to staffing vendors.
Escalate unresolved billing issues and payment delays to the appropriate stakeholders.
Attend all vendor bi-weekly meetings and report out on invoices.
Reporting and Compliance
Prepare reports on invoice volume, processing status, outstanding payments, and billing discrepancies.
Support invoice audits and ensure compliance with company policies, vendor contracts, purchase orders, and approval procedures.
Identify opportunities to improve invoice processing efficiency, accuracy, and turnaround times.
Maintain confidential workforce and financial information in accordance with company policies.
Contingent Staffing Program - Admin Support
Support the pre-screening process for Contingent Staffing Program Managers, as needed.
Support Contingent Staffing Personnel-related inquiries via phone and email, especially for new hire or payroll questions.
Work alongside Contingent Staffing Managers to execute logistics for events such as job fairs, sourcing, and cultivation events (in-person or online), as needed.
Serve as a go-to coordinator on the day of large and/or small-scale events.
Substitute Teacher Database (Frontline) System Support & Audits
Maintain campus users' permissions and access, as indicated by Contingent Staffing Program Managers.
Add web alerts to Frontline for subs and campus users, as indicated.
Add and remove campus users, employees, and substitutes.
QUALIFICATIONS:
Associate’s degree from an accredited institution required.
Minimum 2 years of full-time professional experience.
Experience working in schools or non-profits required.
Experience within Human Resources, Talent Acquisition, or Substitute Teacher Management preferred.
Proficiency using applicant tracking and substitute management applications (e.g., Frontline, SmartRecruiters, SmartFind Express, ADP).
Proficiency in Microsoft Office products (Word, Excel, PowerPoint) and virtual collaboration platforms (Google Meet, Zoom).
Proven proficiency in conducting data audits for large data sets to maintain data integrity and compliance.
COMPETENCY AND SKILLS:
Excellent attention to detail, a high level of accuracy, and strong organizational skills required.
Independent, self-starter with strong prioritization skills; operates with an articulate, professional demeanor, self-confidence, and strong initiative.
Proven ability to work effectively and maintain quality output under the pressure of tight deadlines and stakeholder demands.
Ability to efficiently assess a candidate’s qualities and potential within a limited amount of time.
Proven written and verbal communication skills; strong interpersonal skills with the ability to develop productive working relationships across teams.
Ability to effectively express KIPP’s mission and purpose to candidates and external stakehold
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The person in this position needs to be able to move about inside and outside the school throughout the workday.
The candidate is expected to attend conferences, meetings and training sessions both virtually and in person within the Region.
Additional Requirements:
Reliable transportation is needed for travel between campuses
Ability to maintain emotional control under stress.
Work with frequent interruptions.
Work Environment:
Hybrid work - Reports to the central office or schools three days a week
Travel Requirements:
Minimal travel: May travel to other school sites or regional offices for professional learning, meetings and other work related activities.
What We Bring to the Table:
● Comprehensive medical, dental, and vision plans with coverage options for employees and their families.
● Competitive vacation and flexible paid time off (PTO) policies.
● Paid family leave.
● Flexible spending account or high-yield HSA.
● Employee assistance programs.
● KIPP also offers the following employee-paid benefits: legal plans, LifeLock identity protection, life insurance and disability insurance.
EEO:
KIPP Texas is an Equal Opportunity Employer. KIPP Texas ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation, or disability. Any individual needing assistance in making an application for any opening should contact the Talent Team.
Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job duties. Examples of reasonable accommodation include making a change to the application process or work procedures, providing
documents in an alternate format, using a sign language interpreter, or using specialized equipment.