Administrative Assistant – Payroll & Benefits

Position Title: Administrative Assistant - Payroll & Benefits

Reports to: Director of Business Operations

Department: General

Position Category: Permanent, Full-time, Exempt

Position Summary: Texas Center for Arts + Academics (TCA+A) seeks a detail-oriented and organized Administrative Assistant to provide essential support across departments with expanded responsibilities in payroll and benefits administration. This role provides critical administrative support across all TCA+A entities, including Fort Worth Academy of Fine Arts, Texas School of the Arts, and related programs. The Administrative Assistant will work under the direct supervision of the HR Director and play an essential role in ensuring accurate payroll processing, benefits administration, and associated reporting, in addition to providing general administrative support to the Finance, Human Resources, Development, and Marketing departments. The ideal candidate will demonstrate strong administrative skills, excellent attention to detail, and the ability to balance multiple priorities in a fast-paced environment.

Essential Job Functions:

Payroll & Benefits Administration (under direct supervision of HR Director)

• Process payroll for all TCA+A entities in accordance with established schedules and policies.
• Verify employee timesheets, leave requests, and payroll data for accuracy and compliance.
• Prepare, reconcile, and distribute payroll and benefits reports.
• Assist with annual processes such as W-2s, TRS reporting, ACA reporting, and audits.
• Support benefits administration, including new hire enrollment, changes, and open enrollment cycles.
• Maintain accurate benefits records and ensure compliance with applicable federal/state requirements (e.g., TRS ActiveCare, COBRA, ACA).
• Respond to employee payroll and benefits inquiries, escalating to the HR Director when necessary.

Administrative Support for Multiple Departments

• Provide general administrative assistance to Finance, HR, Development, and Marketing.
• Assist with scheduling meetings, managing calendars, and coordinating appointments.
• Prepare and distribute correspondence, reports, and presentations.
• Maintain organized filing systems and accurate documentation of records.
• Assist with data entry, record-keeping, and maintaining databases.
• Support event planning and logistics for meetings, conferences, and special events.
• Collaborate with Development on donor communications and acknowledgments.
• Assist Marketing with social media management, content creation, and promotional activities.
• Serve as a point of contact for internal and external inquiries, directing them to the appropriate personnel.
• Perform other administrative tasks and duties as assigned by management.

Minimum Education and Experience:

• Bachelor''s degree preferred, or equivalent combination of education and experience.
• Previous experience in an administrative role, preferably in a non-profit organization or educational institution.

Required Knowledge/Skills:

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Excellent organizational skills with the ability to prioritize tasks and manage time effectively.
• Exceptional attention to detail and accuracy in all work activities.
• Strong communication and interpersonal skills, with the ability to interact professionally with staff, stakeholders, and external partners.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility and adaptability to work in a dynamic and collaborative team environment.
• Knowledge of basic accounting principles and experience with financial record-keeping is a plus.
• Passion for the arts, education, and community engagement.

Mental Demands/Physical Demands/ Environmental Factors:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions, frequent keyboarding, and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (up to 25 pounds)
• Environment: Work is located on campus site; May work prolonged or irregular hours; Occasional travel; Occasional exposure to noise
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress