Department: Human Resources
Reports To: Executive Director of Human Resources
Term of Employment: 12 Months
Salary: Based on Degree and Experience
Classification: Classified
The Human Resources and Benefits Assistant provides high-quality administrative and operational support to the Human Resources Department and serves as a knowledgeable, responsive resource for employees, applicants, and other stakeholders.
This position supports a broad range of human resources functions, including recruitment and onboarding, employee records, benefits administration, leave administration, employment verification, background screening, credential verification, HR compliance, HR information systems, and employee communications.
The successful candidate will demonstrate exceptional attention to detail, sound judgment, discretion, customer service, organizational skills, and the ability to manage multiple priorities in a fast-paced educational environment. Because this position routinely handles sensitive employee and applicant information, a high level of confidentiality, professionalism, and integrity is essential.
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Provide day-to-day administrative and operational support to the Executive Director of Human Resources and Human Resources Department.
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Serve as a primary point of contact for employees and applicants regarding routine HR questions, processes, forms, policies, and procedures.
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Respond promptly and professionally to inquiries received by telephone, email, and in person.
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Maintain accurate, complete, and confidential personnel records in accordance with applicable laws, regulations, district policies, and records-retention requirements.
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Process a high volume and wide variety of personnel information with accuracy and attention to detail.
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Prepare correspondence, forms, reports, personnel documents, and other HR materials.
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Maintain accurate employee data within the HR information system and other applicable databases.
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Assist with audits, data reconciliation, and verification of personnel information.
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Maintain and update HR-related information on the district website and other employee communication platforms.
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Assist with the recruitment and selection process for employees throughout the school system.
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Provide applicants with accurate information regarding employment opportunities, application procedures, required documentation, and the hiring process.
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Assist with posting and maintaining job vacancies and coordinating recruitment activities.
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Prepare materials for job fairs, recruitment events, interviews, and other hiring activities.
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Process new-hire documentation and coordinate onboarding activities.
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Obtain and process criminal background checks and other required pre-employment screenings.
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Complete and/or coordinate E-Verify requirements in accordance with applicable federal requirements.
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Verify employment eligibility and required employment documentation.
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Verify professional credentials, licenses, certifications, transcripts, references, prior employment, and other required qualifications.
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Coordinate required Board of Education approvals for prospective employees.
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Prepare employment contracts and related documents, including special provisions as directed.
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Maintain accurate and timely documentation throughout the recruitment and onboarding process.
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Assist employees with questions regarding health, dental, vision, life insurance, retirement, and other employee benefit programs.
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Support new-hire benefit enrollment, qualifying life event changes, annual open enrollment, and benefit-related communications.
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Maintain accurate benefits information and coordinate updates with benefit providers and internal departments.
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Assist with benefit eligibility verification and reconciliation of employee benefit records.
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Coordinate and maintain benefits-related documentation in accordance with applicable laws, regulations, plan requirements, and district procedures.
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Assist with employee communications concerning benefit changes, deadlines, enrollment opportunities, and available resources.
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Work collaboratively with Finance, payroll personnel, benefits vendors, and other departments to resolve benefits-related issues.
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Assist with the administration and documentation of Family and Medical Leave Act (FMLA), workers' compensation, and other applicable employee leave programs.
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Maintain accurate leave records and documentation.
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Communicate leave requirements, forms, deadlines, and processes to employees in a timely and professional manner.
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Coordinate required documentation with employees, supervisors, healthcare providers, insurance carriers, and other appropriate parties while maintaining confidentiality.
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Assist the Director of Human Resources with compliance-related activities and required reporting.
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Maintain awareness of applicable federal, state, and local employment laws, regulations, and district policies relevant to assigned responsibilities.
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Maintain organized and secure personnel files and electronic HR records.
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Process and route personnel documents to appropriate departments, including Finance/Payroll, as necessary.
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Prepare personnel reports and supporting documentation for monthly Board of Education meetings.
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Ensure that appointments, new hires, resignations, leaves of absence, status changes, and other personnel actions are accurately reflected in Board materials.
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Maintain documentation necessary to support personnel actions and employment records.
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Assist with personnel data requests, audits, and reporting as assigned.
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Utilize HR information systems, applicant tracking systems, benefits platforms, Microsoft Office, and other technology to support HR operations.
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Demonstrate strong proficiency with Microsoft Word and Excel, including the ability to organize, analyze, and present data in an understandable format.
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Assist with data entry, data validation, reporting, and reconciliation across HR systems.
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Identify discrepancies or data-quality concerns and communicate them to the appropriate personnel.
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Learn and effectively utilize new HR technologies and systems as implemented by the district.
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Protect electronic and paper records from unauthorized access and maintain appropriate data-security practices.
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Provide timely, professional, and customer-focused service to employees, applicants, administrators, and community members.
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Explain HR processes and requirements clearly while appropriately directing complex or sensitive matters to the Director of Human Resources or other appropriate personnel.
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Exercise sound judgment when handling confidential, sensitive, or potentially contentious information.
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Establish and maintain positive working relationships across all levels of the school system.
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Support a welcoming and professional employee experience from recruitment through separation.
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Maintain strict confidentiality regarding employee, applicant, medical, benefits, payroll, and other sensitive information.
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Maintain professional dress for a business office environment
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Work independently with appropriate direction and demonstrate initiative in completing assigned responsibilities.
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Effectively prioritize, organize, and manage multiple deadlines and competing demands.
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Participate in professional development, training, conferences, and workshops as assigned.
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Cross-train with other Human Resources staff to promote continuity of operations and effective customer service.
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Stay informed about changes affecting assigned HR responsibilities and participate in implementation of updated processes and procedures.
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Perform other duties and responsibilities as assigned by the Director of Human Resources.
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High School Diploma required.
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Associate degree from an accredited college or university recommended.
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Bachelor's degree in Human Resources, Business Administration, Public Administration, Education, or a related field strongly preferred.
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Minimum of three years of post-secondary education and/or relevant professional experience preferred.
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At least three years of relevant experience in Human Resources, school-system administration, benefits administration, or a related administrative field preferred.
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Experience working in a school district, educational organization, government agency, or Human Resources environment required.
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Demonstrated experience handling confidential information and maintaining secure records.
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Demonstrated proficiency with Microsoft Office, particularly Word and Excel.
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Experience with an HRIS, applicant tracking system, benefits administration platform, payroll system, or similar HR technology preferred.
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Knowledge of employment practices, benefits administration, leave administration, and HR compliance preferred.
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Ability to communicate effectively and professionally with employees, applicants, administrators, vendors, and members of the public.
The successful candidate should demonstrate:
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Strong organizational and time-management skills.
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Exceptional attention to detail and accuracy.
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Strong written, verbal, and interpersonal communication skills.
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Excellent customer service and relationship-building skills.
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Ability to maintain confidentiality and exercise sound judgment.
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Ability to analyze, organize, interpret, and present data effectively.
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Ability to manage multiple priorities and meet established deadlines.
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Ability to work independently while contributing effectively as a member of a team.
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Strong problem-solving and critical-thinking skills.
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Proficiency in technology and willingness to learn new systems.
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Ability to work effectively with individuals from diverse backgrounds and with varying levels of technological and HR knowledge.
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Ability to handle sensitive or difficult situations with professionalism, discretion, and appropriate escalation.
The physical requirements described below represent those necessary to perform the essential functions of the position. Reasonable accommodations may be made for qualified individuals with disabilities.
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Ability to sit, stand, walk, bend, reach, and move throughout an office and school-system environment as necessary.
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Ability to operate computers, telephones, copiers, scanners, audiovisual equipment, calculators, and other standard office equipment.
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Ability to routinely use a computer and other technology for extended periods.
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Ability to occasionally lift, carry, push, or pull items weighing up to approximately 10 pounds.
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Ability to travel between district facilities and/or operate a motor vehicle when required to perform assigned duties.
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Work is primarily performed in an office environment with regular interaction with employees, applicants, administrators, and the public.
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The position may occasionally require attendance at meetings, recruitment events, training, or other activities outside the normal office setting.
The employee will have access to confidential personnel, medical, benefits, applicant, and other sensitive information. The employee is expected to protect such information at all times and comply with applicable federal and state laws, district policies, records-retention requirements, and information-security protocols.
The District is an Equal Opportunity Employer and is committed to providing a workplace free from discrimination and harassment. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other status protected by applicable federal, state, or local law.
The preceding job description is intended to describe the general nature, level, and responsibilities of work performed in this position. It is not intended to be an exhaustive or comprehensive list of all duties, responsibilities, qualifications, or working conditions associated with the position. Duties and responsibilities may be modified, expanded, or reassigned by the district based on organizational needs. Nothing in this job description creates or constitutes an employment contract or guarantees employment for any specific period.
The district reserves the right to revise this job description as organizational, operational, technological, legal, or regulatory needs change
