Administrative Assistant to Human Resources

Position: Human Resources Administrative Assistant I - Records and Compliance

Qualifications: We seek a candidate with proficiency in Windows and applications like Word, Excel, Google, and Adobe. Strong English and typing skills, coupled with excellent organizational and communication abilities, are essential. The ideal candidate should exhibit a high level of initiative, independence, and quick adaptability to new software and systems.

Direct Supervisor: Assistant Superintendent of Human Resources

Overview: The Human Resources Administrative Assistant is a full time 12-month employee who assists the Assistant Superintendent in the overall functioning of the department.

Performance Responsibilities

• Executive Board meeting items
• Compile and prepare monthly Board items
• Give approved personnel items to Superintendent’s Administrative Assistant
• Following each Board meeting, prepare letters for all personnel actions (i.e., resignations, leaves, contract changes, terms, etc.)
• Employee of the month
• Maintain nominations spreadsheet
  
  

ii. Prepare the certificate, along with their congratulatory letter notifying them of their monetary gift

iii. Give certificate and letter to the Superintendent’s Administrative Assistant

iv. Send an email to payroll to include the winner’s monies on the last payroll of the month

• At the beginning of August prepare EOM forms (12) so that they can be signed at the August Executive Board meeting by the President of the Board, and SEDOL’s Superintendent
• Prepare RIF documents for March Executive Board meeting
• Meet with Assistant Superintendent for HR to prepare RIF/Non-renewal lists
  
  

ii. Prepare resolutions iii. Prepare letters - Mail both first class, and certified return receipt requested

• Resignations, retirements, and termed staff
• Add term staff into SDS system -- position
• Term staff on personnel, evaluation list, etc.
• Prepare inactive files for scanning
  
  

ii. Upload inactive files to Yellow Folder monthly

• Update information from change forms (add notes when appropriate)
• Run other reports as needed
• Route change forms
• Employment verification, new contracts, holiday memos, switchboard schedule, leaves of absence, transfers, attendance, and any other correspondence as needed
• Appropriate change forms (resignations, transfers, address changes) h. Send notification of Assignment letters to building administrators
• Buzz Book
• PERA groupings, reduction-in-force, and non-renewals
• Complete change forms for their staff members that have been riffed/non-renewed
• Prepare tenure letters in July
• Seniority lists
• SSSA, non-union (Audiology, RN’s), education support staff (ESP) - Due January 31
• Send seniority lists to Assistant Superintendent for HR for approval
  
  

ii. Forward copy of that list to building administrators to post on bulletin board

iii. Post on bulletin board at administrative office

• STU - Due March
• Send seniority lists to Assistant Superintendent for HR for approval
  
  

ii. Forward a copy of list to administrative assistants to post on bulletin boards

iii. Post on bulletin board in administrative office

• Staff recognition, employee of the year, and retirement
• Years of service awards
• Run report in May for report
  
  

ii. Certificates are granted as follows: 5 years - certificate; 10/15 years - certificate & gift; 20+ years - certificate & gift

• Retirement
• Send out biography mid-April, mail invitations, create bulletin board, PowerPoint, and retirement program
  
  

ii. Order retiree bells and certificates

iii. Reserve room & set up room (snacks, coffee)

• Employee of the year
• At the beginning of august the Assistant Superintendent for HR will give you the name(s) of the Employee(s) of the year
• Prepare the certificate(s), give them to the Superintendents Administrative Assistant
• Request payment from the Payroll Department to include EOY monies on the 8/31 payroll
• Staff Data Management
• Review entry of all new staff (Double check for Human Resources Administrative Assistant II)
• EIS, I-Star, & IDES
  
  

ii. Evaluation lists

• A.i.1. Licensed staff (Teachers/Psych/SSW/SLP/CSN/AUD/etc.)
• A.i.2. PERA group list (Excel) for STU only
• A.i.3. Non-licensed staff on employee data
• A.i.4. AUD/PYSCH/SLP/SSW - Enter number of contract days (google doc)
  
  

iii. Track and file paraprofessional evaluations

iv. File all correspondence for personnel file

• Student Data Management
• Process all educational action requests from member districts
• Enter all requests and complete monthly reports
• Process releases for student information
• Maintain student files and related information
• Maintain file for Emergency forms
  
  

ii. Notify appropriate personnel and parents of required documents for destruction of records

• Prepare record destruction letters for parents
• Provide customer service to agencies, parents, district personnel and SEDOL staff
• Other duties
• Complete and send out staff directory STU and SSSA accord to the bargaining agreement dates
• Covering switchboard as needed
• Lunch orders for training and supplies
• Job Fair, other HR lead events
  
  

If you have any questions please feel free to email Deanna Gardner at [email protected].

Job Type: Full-time

Pay: $21.15 - $27.07 per hour

Benefits

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance
  
  

Schedule

• 8 hour shift