Human Resources Certification & Administrative Support Specialist

HUMAN RESOURCES CERTIFICATION & ADMINISTRATIVE SUPPORT SPECIALIST

DEPARTMENT: Human Resources

BARGAINING UNIT: Support Non-Exempt

WAGE: Grade 200 Specific salary based on experience

DIRECT SUPERVISOR: Director of Human Resources

GRPS MISSION
Our mission is to ensure that all scholars are educated self-directed and productive members of society.

JOB SUMMARY

Reporting to the Human Resources Director the Front Office Certification Support Specialist is responsible for managing the Human Resources Department front office reception coordinating employee certification and licensure records and providing administrative support to the department. This position provides quality services in an efficient timely and professional manner while maintaining a high level of customer service for employees applicants and visitors. This position requires strong attention to detail to ensure employee certifications and licenses are current valid and accurately maintained.

QUALIFICATIONS

Required Education and Experience:

• Associate degree in Human Resources Business Administration or a related field.
• Minimum of one (1) year of human resources or related field:
  • Experience providing customer service in a fast-paced office environment.
  • Experience working with a human resources information system (HRIS).
  • Experience maintaining confidential employee records and databases.
  • Experience interpreting and applying policies procedures and regulations.

Preferred

• Experience working in a K-12 educational setting.
• Experience with educator certification and licensure including the Michigan Online Educator Certification System (MOECS) and the Michigan Department of Education (MDE) requirements.

Knowledge Skills and Abilities:

• Knowledge of human resources practices procedures and educator certification and licensure requirements.
• Proficiency in Microsoft Office applications including Word Excel and Outlook and experience using HR information systems.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Strong verbal and written communication skills with employees administrators applicants and other stakeholders.
• Ability to work independently prioritize multiple tasks meet deadlines and maintain accuracy in a fast-paced environment.
• Ability to identify analyze and resolve problems and provide effective customer service.
• Ability to work collaboratively and establish effective working relationships with diverse populations.
• Strong organizational skills and ability to compile analyze and maintain accurate records and data.

ESSENTIAL JOB FUNCTIONS

Essential functions under the Americans with Disabilities Act may include any of the following duties knowledge and skills. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular on time and in person attendance is an essential function of this job. Other essential functions may include but are not limited to the following:

Administrative Responsibilities

• Provides professional and timely customer service to employees applicants visitors and callers; monitors and responds to the Human Resources email inbox and directs inquiries to appropriate HR staff.
• Processes daily incoming and outgoing mail confidential documents employment verification requests loan forgiveness applications unemployment claims resignations and retirements.
• Compiles data and prepares reports required by the District and state or federal agencies.
• Coordinates and processes substitute stipend payments and serves as backup for reviewing and processing Additional Work Forms (AWF).
• Maintains accurate timely and confidential Human Resources records and documentation.
• Attends required training and professional development activities as needed.

Certification and Licensure Responsibilities

• Enters tracks verifies and maintains employee certification licensure and permit records in accordance with Michigan Department of Education (MDE) requirements; coordinates required permits through the Michigan Online Educator Certification System (MOECS) and Special Education approvals through KISD and MDE.
• Conducts an annual review of employee credentials and coordinates required permits for employees who do not hold appropriate certification or licensure.
• Provides administrators with annual and as-needed communication regarding certification licensure and renewal requirements and communicates employee certification status and updates to principals and Chief Area Instructional Leaders (CAILs).
• Monitors changes in District state and federal certification and licensure requirements and communicates updates to HR Generalists HR Specialist and the HR Director to ensure District compliance.
• Generates monthly certification licensure and permit reports and collaborates with the HR Generalists and HR Specialist to address discrepancies and ensure records maintain accurate and current.
• Participates in annual principal staffing and budget planning meetings to provide certification licensure and permit information and identify potential compliance requirements related to proposed staffing plans.

• Consistently demonstrate dependable attendance and punctuality.
• Perform other duties as assigned.

ADA REQUIREMENTS

The physical demands work environment factors and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS

While performing the duties of this job the employee is required to stand walk sit use hands to finger handle or feel reach with hands and arms climb or balance stoop kneel crouch or crawl talk hear (in a quiet or noisy environment). Specific vision abilities required by this job include close vision distance vision and ability to adjust/focus.

WORK ENVIRONMENT

The noise level in the work environment is usually moderate.

MENTAL FUNCTIONS

While performing the duties of this job the employee is required to compare analyze communicate both orally and in writing copy coordinate instruct compute synthesize evaluate use interpersonal skills compile and negotiate.

NON-DISCRIMINATION/ACCOMMODATION ASSISTANCE

The Grand Rapids Public Schools will not discriminate against any person based on race sex sexual orientation gender gender identity and expression height weight color religion national origin age marital status pregnancy disability veteran or military status.

Assistance with the application process may be requested through the Human Resources Department at or .

DISCLAIMER
To perform this job successfully an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein employees may be required to perform duties not specifically spelled out in the job description but which may be reasonably considered to be incidental in the performing of their duties just as though they were written out in this job description. The District reserves the right to modify or amend this job description to meet organizational needs.

HUMAN RESOURCES CERTIFICATION & ADMINISTRATIVE SUPPORT SPECIALIST

DEPARTMENT: Human Resources

BARGAINING UNIT: Support Non-Exempt

WAGE: Grade 200 Specific salary based on experience

DIRECT SUPERVISOR: Director of Human Resources

GRPS MISSION
Our mission is to ensure that all scholars are educated self-directed and productive members of society.

JOB SUMMARY

Reporting to the Human Resources Director the Front Office Certification Support Specialist is responsible for managing the Human Resources Department front office reception coordinating employee certification and licensure records and providing administrative support to the department. This position provides quality services in an efficient timely and professional manner while maintaining a high level of customer service for employees applicants and visitors. This position requires strong attention to detail to ensure employee certifications and licenses are current valid and accurately maintained.

QUALIFICATIONS

Required Education and Experience:

• Associate degree in Human Resources Business Administration or a related field.
• Minimum of one (1) year of human resources or related field:
  • Experience providing customer service in a fast-paced office environment.
  • Experience working with a human resources information system (HRIS).
  • Experience maintaining confidential employee records and databases.
  • Experience interpreting and applying policies procedures and regulations.

Preferred

• Experience working in a K-12 educational setting.
• Experience with educator certification and licensure including the Michigan Online Educator Certification System (MOECS) and the Michigan Department of Education (MDE) requirements.

Knowledge Skills and Abilities:

• Knowledge of human resources practices procedures and educator certification and licensure requirements.
• Proficiency in Microsoft Office applications including Word Excel and Outlook and experience using HR information systems.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Strong verbal and written communication skills with employees administrators applicants and other stakeholders.
• Ability to work independently prioritize multiple tasks meet deadlines and maintain accuracy in a fast-paced environment.
• Ability to identify analyze and resolve problems and provide effective customer service.
• Ability to work collaboratively and establish effective working relationships with diverse populations.
• Strong organizational skills and ability to compile analyze and maintain accurate records and data.

ESSENTIAL JOB FUNCTIONS

Essential functions under the Americans with Disabilities Act may include any of the following duties knowledge and skills. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular on time and in person attendance is an essential function of this job. Other essential functions may include but are not limited to the following:

Administrative Responsibilities

• Provides professional and timely customer service to employees applicants visitors and callers; monitors and responds to the Human Resources email inbox and directs inquiries to appropriate HR staff.
• Processes daily incoming and outgoing mail confidential documents employment verification requests loan forgiveness applications unemployment claims resignations and retirements.
• Compiles data and prepares reports required by the District and state or federal agencies.
• Coordinates and processes substitute stipend payments and serves as backup for reviewing and processing Additional Work Forms (AWF).
• Maintains accurate timely and confidential Human Resources records and documentation.
• Attends required training and professional development activities as needed.

Certification and Licensure Responsibilities

• Enters tracks verifies and maintains employee certification licensure and permit records in accordance with Michigan Department of Education (MDE) requirements; coordinates required permits through the Michigan Online Educator Certification System (MOECS) and Special Education approvals through KISD and MDE.
• Conducts an annual review of employee credentials and coordinates required permits for employees who do not hold appropriate certification or licensure.
• Provides administrators with annual and as-needed communication regarding certification licensure and renewal requirements and communicates employee certification status and updates to principals and Chief Area Instructional Leaders (CAILs).
• Monitors changes in District state and federal certification and licensure requirements and communicates updates to HR Generalists HR Specialist and the HR Director to ensure District compliance.
• Generates monthly certification licensure and permit reports and collaborates with the HR Generalists and HR Specialist to address discrepancies and ensure records maintain accurate and current.
• Participates in annual principal staffing and budget planning meetings to provide certification licensure and permit information and identify potential compliance requirements related to proposed staffing plans.

• Consistently demonstrate dependable attendance and punctuality.
• Perform other duties as assigned.

ADA REQUIREMENTS

The physical demands work environment factors and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS

While performing the duties of this job the employee is required to stand walk sit use hands to finger handle or feel reach with hands and arms climb or balance stoop kneel crouch or crawl talk hear (in a quiet or noisy environment). Specific vision abilities required by this job include close vision distance vision and ability to adjust/focus.

WORK ENVIRONMENT

The noise level in the work environment is usually moderate.

MENTAL FUNCTIONS

While performing the duties of this job the employee is required to compare analyze communicate both orally and in writing copy coordinate instruct compute synthesize evaluate use interpersonal skills compile and negotiate.

NON-DISCRIMINATION/ACCOMMODATION ASSISTANCE

The Grand Rapids Public Schools will not discriminate against any person based on race sex sexual orientation gender gender identity and expression height weight color religion national origin age marital status pregnancy disability veteran or military status.

Assistance with the application process may be requested through the Human Resources Department at or .

DISCLAIMER
To perform this job successfully an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein employees may be required to perform duties not specifically spelled out in the job description but which may be reasonably considered to be incidental in the performing of their duties just as though they were written out in this job description. The District reserves the right to modify or amend this job description to meet organizational needs.

Required Experience:

IC