HR Administrative Assistant/Employee Records and Events Specialist (Start Date: 07/01/2025)

Pay Grade: 63 ($3.030.00 - $3131.00). (Position# 000583)

HR Administrative Assistant/Employee Records and Events Specialist

Human Resources Department

Job Description

General Statement of Job:

This position performs professional paraprofessional administrative and technical duties in the Human Resources Department. Work involves serving as the primary Human Resource representative for an assigned group of schools and administrative sites by assisting employees administrators and the general public with staffing applications and compensation. Position facilitates the staffing process by maintaining complex files and records regarding current positions assisting in screening for qualified applicants and processing the required documentation to approve nominees for coaching positions with the district.

Specific Duties and Responsibilities:

• Maintain Leave of Absence in Human Resource Management System (HRMS).

• Notify Employment Security Commission (ESC) of vacancy opening and closing date
• Enter New Hire information into E-Verify to confirm employment eligibility through Homeland Security as required by the Federal Government
• Utilize BIB to conduct background checks for volunteers substitutes
• Maintain current coaching vacancy list for assigned schools/departments on a daily basis for tracking purposes
• Assist supervisory staff and other employees with questions regarding vacant positions training administrative staff with Human Resource Management System (HRMS) Policies and Procedures and personnel matters

• Utilize Human Resource Management System (HRMS) to post vacancies track and maintain employee position data
• Utilize the Human Resources Management System (HRMS) Reporting Tool to generate reports on employee data

• Serve as a liaison between employee the Finance Department and Benefits
• Prepare personnel recommendations for the Board and assist with items for monthly Principals Meetings
• Assist in preparation of Monthly Personnel Board Reports to the Superintendents Office for Board Meetings.
• Assist with preparation of Annual Personnel Report to the Superintendents Office
• Assist with preparation of the state information for SS200 EE05
• Assists with HR presentations at the annual LEA Secretary/Bookkeepers meeting to discuss the process and procedures for employee Leave of Absence Substitute Teachers and Clinical Interns.
• Maintain confidentiality of pertinent personnel information
• Complete teacher verification of experience forms for former employees
• Stay abreast of current updates for Employee Benefits E-Verify HRMS I-9 Salary Schedule and General Statues of Record Retention
• Maintain files for above in information designated for the Pre-Employment Personnel Medical Episodes of Violence H-1B VISAS and other files by subject area as required by the state
• Other duties as assigned by Director of Human Resources

Additional Job Functions or Assigned Tasks:

• Assist with preparing and shipping materials to the job fairs for attendees
• Plan and Coordinate the Retirement Luncheon
• Plan and coordinate Teacher of the Year Program
• Backup for receptionist (on an as needed basis)
• Process all Verification of Employment forms for former employees in a timely and efficient manner
• Make copies of and maintain files of all Verification of Employment forms for former employees
• Process all Public School Loan Forgiveness (PSLF) forms for current former employees in a timely and efficient manner
• Make copies of and maintain files of all Public School Loan Forgiveness (PSLF) forms
• Schedule and organize a minimum of 5 substitute interview and orientation sessions throughout the year
• Continue to increase awareness of the online substitute orientation class in lieu of attendance at a face-to-face session for all returning substitutes

Other Requirements:

• Must maintain an acceptable attendance record and be punctual

Minimum Training and Experience:

• Associates Degree required Bachelors degree preferred secretarial/office experience

necessary

• Knowledge of rules regulations and administrative procedures relative to employment

of personnel

• Strong organizational skills computer literacy and time management
• Knowledge and skills in the use of computer software (word processing and spreadsheets)
• Ability to work independently
• Excellent communication skills both oral and written required

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties responsibilities and qualifications required for employees of this job

Required Experience:

Unclear Seniority