Primary Purpose

Provide comprehensive clerical administrative human resources and communications support for the districts Central Office. Assist with daily operations by maintaining accurate records supporting employee services coordinating communications managing office functions and providing exceptional customer service to employees applicants students families and community stakeholders. This position serves as a key point of contact for the district and supports the efficient operation of Human Resources Communications and Central Office administrative functions.

Qualifications

Education/Certification

• High school diploma or GED required
• Associate degree or additional administrative coursework preferred

Special Knowledge and Skills

• Proficient keyboarding filing and office management skills
• Proficiency with Microsoft Office Suite (Word Excel Outlook PowerPoint) and Google Workspace
• Ability to create spreadsheets databases forms reports and presentations
• Knowledge of Human Resources Information Systems (HRIS) preferred
• Knowledge of website content management systems and social media platforms
• Ability to create basic flyers newsletters graphics and digital communications using design software (Canva Adobe Express or similar)
• Knowledge of basic accounting principles and purchasing procedures
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Ability to maintain confidential information with discretion
• Ability to prioritize multiple projects and meet deadlines
• Strong customer service and interpersonal skills
• Ability to work independently and collaboratively in a fast-paced environment

Experience

• Two (2) years of progressively responsible clerical or administrative experience preferred
• Experience in Human Resources school administration communications or public education preferred

Major Responsibilities and Duties

Human Resources Support

1. Process and maintain employee records including new hire documentation background checks employment eligibility verification references certifications and personnel files.
2. File maintain archive and retrieve personnel records in accordance with district records retention requirements while ensuring confidentiality and accuracy.
3. Assist with onboarding and offboarding of employees.
4. Process new hires and employee personnel changes by entering and updating required information in the districts Human Resources Information System (HRIS) and other district software platforms including payroll benefits certification and access management systems.
5. Process personnel action forms for new hires transfers promotions supplemental pay resignations retirements and separations.
6. Maintain accurate employee records within the Human Resources Information System (HRIS).
7. Assist with position control by maintaining current job descriptions and coordinating updates with supervisors.
8. Process employment applications and ensure applicant files are complete.
9. Prepare employment contracts and related personnel documents.
10. Respond to employment verification requests.
11. Assist employees with Human Resources inquiries and direct complex issues to appropriate administrators.
12. Provide clerical support for employee leave programs including FMLA workers compensation and other leave requests.
13. Assist with recruiting activities job fairs and interview scheduling.
14. Post employment vacancies and coordinate recruitment advertisements.
15. Issue employee identification badges and facility access key cards for new hires and replacement cards for existing employees while maintaining accurate issuance records and coordinating access with appropriate departments.

Administrative Support

1. Serve as receptionist for the Central Office by greeting visitors and providing excellent customer service.
2. Answer incoming telephone calls respond to inquiries and direct calls appropriately.
3. Prepare correspondence reports presentations forms agendas and other district documents.
4. Maintain organized electronic and physical filing systems.
5. Compile data and prepare reports for district leadership.
6. Assist departments with purchase requisitions purchase orders and maintaining office supply inventories.
7. Receive sort and distribute mail and deliveries.
8. Coordinate meeting logistics calendars and appointments as assigned.
9. Assist with district events meetings trainings and Board-related activities as requested.
10. Maintain accurate records and documentation according to district procedures.

Communications Support

1. Assist with maintaining and updating the district website to ensure information is accurate current and accessible.
2. Create employee identification badges.
3. Develop flyers newsletters graphics and promotional materials for district departments and events.
4. Assist with creating and scheduling district social media content aligned with district branding.
5. Support stakeholder communications by preparing announcements newsletters and informational materials.
6. Assist with photography and documentation of district events for communication purposes.
7. Help ensure district communications maintain consistent branding and messaging.
8. Coordinate communication requests from campuses and departments.

Customer Service

1. Provide responsive courteous and professional service to employees applicants students parents vendors and community members.
2. Answer questions regarding district procedures and direct inquiries to appropriate personnel.
3. Assist employees with completing required forms and paperwork.
4. Resolve routine issues independently and escalate concerns when appropriate.

General Office Responsibilities

1. Maintain confidentiality of personnel records and sensitive district information.
2. Follow all district policies administrative procedures and applicable state and federal regulations.
3. Maintain a neat organized and professional work environment.
4. Participate in district training meetings and professional learning.
5. Demonstrate punctuality reliability and professionalism.
6. Follow all district safety procedures and emergency protocols.
7. Perform other duties as assigned by the Assistant Superintendent or designee.

Supervisory Responsibilities

None.

Equipment Used

• Personal computer and laptop
• Multi-line telephone system
• Printer/copier/scanner
• HRIS and financial software
• Microsoft Office Suite
• Google Workspace
• Website content management systems
• Graphic design software (Canva Adobe Express or similar)
• Standard office equipment

Working Conditions

Mental Demands

• Maintain emotional control under pressure
• Work with frequent interruptions
• Manage multiple priorities simultaneously
• Meet frequent deadlines
• Maintain attention to detail and accuracy

Physical Demands

• Frequent sitting standing walking bending and reaching
• Frequent use of hands for keyboarding and office equipment
• Occasional lifting and carrying of boxes or supplies up to 25 pounds

Preferred Characteristics

The successful Central Office Clerk will:

• Demonstrate exceptional customer service and professionalism.
• Be highly organized and detail-oriented.
• Communicate effectively with diverse audiences.
• Maintain strict confidentiality.
• Adapt quickly to changing priorities.
• Support multiple departments with efficiency and accuracy.
• Represent the district positively with employees families and the community.
• Exhibit creativity and attention to detail in communications and promotional materials.
• Be committed to providing outstanding service that supports the mission and vision of the district.

Required Experience:

IC