HR Operational Specialist II (Guest Staff) Colorado Springs School District 11

Position:Educational Support Professional: HR Operational Specialist II (Guest Staff)

Department/School:Central Administration

Reports To:Director of Talent Management

FTE:1.0

Days/Year:260

Salary Grade:N24

Salary Schedule:This position is based on the2025-2026 ESP Salary Schedule School Based Positions (Group C)

FLSA Status:Non-Exempt

Applicants must be legally authorized to work in the United States.

Position Summary

The Human Resources Specialist II provides technical and operational support for district human resources programs and services. This role is responsible for maintaining employee records within HR systems supporting payroll and employment processes monitoring compliance requirements and providing responsive customer service to employees and departments. The HR Specialist II serves as a knowledgeable resource on HR procedures assists with resolving employee service requests and helps ensure that HR operations are executed accurately and efficiently in alignment with district policies and regulatory requirements. Through effective system management data integrity and collaborative support this position contributes to the smooth delivery of human resources services that support district staff and organizational operations.

Specifically this position as a Guest Staff Specialist provides operational and technical support for the districts guest staff program by maintaining staffing systems processing payroll-related data and ensuring accurate employment and licensure records. This role manages daily system activities within PeopleSoft and SmartFind Express supports payroll verification and assignment tracking and monitors licensure compliance for guest staff. The coordinator also serves as a primary point of contact for schools and guest employees by responding to inquiries resolving system or payroll issues and providing guidance on absence management procedures. Through accurate data management system oversight and responsive customer service this position helps ensure that schools are able to secure qualified guest staff efficiently and that all related records assignments and payroll processes are maintained in compliance with district procedures.

Essential Job Functions

HR Systems and Data Management

• Maintain employee records within district human resources information systems (HRIS) including entering updating and verifying employee data.
• Activate update and deactivate employee profiles organizational units schedules calendars and other system data as appropriate.
• Review system reports and logs to identify missing data inconsistencies or processing errors and coordinate corrections as needed.
• Collaborate with internal technical teams or vendors to resolve HR system issues or data transfer errors.

Payroll and Employment Processing

• Process and verify employment and assignment data used for payroll and time reporting.
• Generate reports and review employee work records to ensure accuracy of hours worked assignments and payroll-related data.
• Investigate discrepancies and coordinate corrections in accordance with established district procedures.
• Process payroll-related exceptions such as leave entries pay adjustments or assignment updates.
• Track extended assignments or employment changes to ensure appropriate pay rates or classifications are applied.

Compliance and Employment Records

• Maintain and monitor employee records to ensure compliance with district policies and applicable regulations.
• Track required certifications authorizations or employment documentation and notify employees of upcoming renewal or expiration dates.
• Update employee documentation within district systems and ensure records are accurate and complete.
• Process documentation related to employment verification reimbursements or compliance requirements as assigned.

Customer Service and Employee Support

• Respond to service requests emails and phone inquiries from employees supervisors and departments regarding HR processes and procedures.
• Provide guidance on district HR systems employment procedures and operational workflows.
• Investigate reported issues related to employment records system access or payroll information and coordinate resolution following established procedures.
• Maintain accurate documentation of employee inquiries concerns or service requests.

Training and Communication

• Provide procedural guidance and training to employees or departments on HR systems and processes.
• Communicate updates related to HR procedures system use or operational processes to staff as appropriate.
• Support efforts to ensure departments understand and follow established HR processes and requirements.

Administrative and Operational Support

• Maintain confidential employee records in accordance with district policies and privacy regulations.
• Assist with documentation and record preparation related to employment processes regulatory reporting or audits.
• Support the preparation of operational reports data summaries and documentation related to HR programs and services.
• Perform additional duties as assigned to support human resources operations and district priorities.

Knowledge Skills and Abilities

Knowledge of

• Human resources operations procedures and employment practices.
• HR information systems and data management processes.
• Payroll support procedures and employment recordkeeping practices.
• Applicable local state and federal employment regulations relevant to HR operations.
• Confidential records management and data privacy practices.

Skills in

• Data entry accuracy and HR systems management.
• Reviewing records and reports to identify discrepancies and ensure accuracy.
• Customer service and professional communication with employees and supervisors.
• Organization and time management to manage multiple tasks and deadlines.
• Problem-solving and issue resolution related to HR processes or systems.
• Using standard office software HR systems and communication tools.

Ability to

• Maintain accurate and confidential employee records.
• Interpret and apply HR policies procedures and guidelines.
• Investigate and resolve operational issues related to HR processes.
• Provide guidance and support to employees and departments.
• Work independently while contributing to a collaborative team environment.
• Adapt to changing priorities and operational needs.

Qualifications

Minimum Qualifications

• Associates degree in human resources business administration public administration or a related field or equivalent combination of education and experience.
• Three (3) years of progressively responsible administrative or operational experience supporting human resources payroll staffing or related functions.
• Experience using HR systems databases or operational data systems.

Preferred Qualifications

• Bachelors degree in human resources business administration or a related field.
• Experience working in a public sector or K12 educational environment.
• Professional certification such as SHRM-CP PHR or equivalent.

Working Conditions & Physical Demands

Work is primarily sedentary with periods of light activity. Essential functions may include walking or standing for extended periods; traveling to district schools and facilities; lifting and carrying materials up to 20 pounds; climbing stairs; bending; reaching; handling objects; and operating a computer and standard office equipment. The role requires effective communication and the ability to receive and process information through normal or aided vision hearing or other assisted means.

Work is performed in a professional office setting with frequent meetings presentations and collaborative work sessions as well as occasional evening or extended-hour commitments. Duties may be performed with or without reasonable accommodation.

Employees in this category will also receive the following for the 2025-2026 school year:

• Non-Recurring Pay: 8% of base salary in Non-Recurring Pay (distributed as 4% on November paycheck and 4 % on May paycheck).

Base Salary Setting: Employment assignment and salary placement is in accordance with job description requirements. A work history is required to demonstrate job title job duties and time worked in the position. Grade placement for ESP positions is determined by the Salary Schedule by Job Title resource.Reference the linked How Your Compensation Is Determined for more details.

Salary Setting (New Hires): Any newly-employed Education Support Professional will be placed on the twenty-five (25) step system. Each step represents two years of experience based upon equivalent experience. The maximum number of years of experience granted is 19-20 years which is equivalent to placement on step ten (10). Steps are determined by experience listed on the application and resume.

Salary Setting (Rehires): Returning employees who have previously resigned or separated from the District will be rehired at the same step they were on at the time of resignation/separation plus any new experience gained in the same job provided step increases were approved by the Board during the years in question.

Employees with experience in the District who have left the District and then returned to the same position shall be hired at the same pay grade (refers to the ESP placement on salary schedule by job title) and step at time of resignation. Additional relevant experience gained after resignation may be evaluated from the employees application and updated resume.

See Employee Handbook (located on the D11 website) for information on salary setting for rehires (after retirement) promotions and lateral transfers.

EQUAL EMPLOYMENT OPPORTUNITY

Required Experience:

IC