Administrative Assistant/Human Resources Generalist

Reports To: Director of Human Resources

Current Purpose of the Position: To provide administrative support to the Director of Human Resources and all employees in the System through HR functions. The person in this position is responsible for processing information regarding the system to staff, potential employees and answering outside requests as needed.

Current Educational Level: Associates or Bachelor Degree

Major Duties and Responsibilities:

Office Responsibilities

• Provide information to potential applicants regarding application process/vacancies (via phone, email or in person)
• Maintain HR files, purging when appropriate
• Secretarial duties (answering all HR calls, typing, filing, creation of new file folders, mail sorting, weekly timesheet, purchase of office supplies and/or promotional items, payment of invoices, ensuring appropriate budget codes are assigned)
• Answer Central Office phones, greet visitors and general reception duties when others are absent
• Process/collect paperwork to the Finance Department for newly hired employees, classified and certified
• Forward copies of documentation, reports, etc. to the Finance Department as necessary (letters of resignation, reports, Leave of Absence forms, etc.)
• Reviews incoming correspondence to be informed of supervisor's needs and activities, to delegate to others or bring to supervisor's attention
• Reviews and ensures accuracy of outgoing correspondence, records and/or reports
• Prepares travel arrangements, including hotel, payment of conference and/or job fair fees, substance and method of travel for the HR Department and/or Director
• Maintains HR pages of district website

Pre-Employment Duties

• Advertise vacant positions (maintain website vacancy postings, submit ads to newspapers and post in schools)
• Collect for review applications from individuals (current employees as well as new applicants) for posted vacancies for review by Director of HR
• Assist in initial screening applications for posted positions, being sure specific criteria are met
• Schedule interviews
• Prepare documentation for interview team, ensuring completeness of application information

Employment of Licensed and Classified Personnel

• Obtain criminal background checks and Board of Education approval for all potential employees, E-Verify confirmation, etc.
• Verify credentials, licenses, letters of recommendation, prior employment records and obtain official documentation (transcripts) as required
• Prepare contracts, with any special provisions as dictated, for newly employed teachers or administrators
• Prepares and submits documentation for licensing to the Department of Public Instruction for appropriate personnel

Reporting

• Generate Personnel Report for monthly Board of Education meeting, ensuring initial employment; Leaves of Absence, etc. are included for Board action.
• Construct various reports as requested from system administrators, other staff and departments from the HRMS system/database
• Generate monthly Substitute Listing – updating and distribution to schools after each Board of Education meeting.
• Production of reports, utilizing the HRMS system, when requested by Director of HR, System Administrators (Superintendent, Assistant Superintendent) or other System staff
• Oversee HRMS system, including data input, keeping current with any updates from DPI

Staff Development

• Maintain CEU history for all certified (and some classified as requested) staff (working with individuals, administrators and other staff as necessary) through HRMS and SEA System
• Assist in planning New Teacher Orientation activities
• Submission to DPI state and local employee recognition nominations as instructed
• Assist in planning Substitute Teacher Renewal Training, Mentor meetings and Departmental Motivational Workshops and other special events as requested

Miscellaneous

• Acts as liaison for school level administrators in obtaining information regarding their employees (such as licensing areas, years of experience, etc.)
• Ensure appropriate Department of Labor notifications are posted at each site as required by law
• Distribute/collect Intent Forms each year to each employee
• District NCID Coordinator for the Department of Public Instruction
• Other duties as assigned by Director of HR, Assistant Superintendent, Superintendent