Human Resources Assistant

SUMMARY: 

The Human Resources Assistant supports all aspects of the school division’s HR operations by maintaining personnel records, managing employee contracts and licenses, processing leave and new hire paperwork, coordinating employee recognition and recruitment events, administering HR systems, and ensuring timely communication and compliance with state and local requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

1. Maintains all personnel files to ensure that all required personnel information is complete
2. Issues all employee contracts and intent forms to all employee groups
3. Maintains the ID security program, which includes printing and programming all ID cards
4. Assists with job vacancies/applications system
5. Reports all personnel assignments (new hires/changes) to School Board through Personnel Action Report each month
6. Processes new employee paperwork
7. Assists in the processing of teaching licenses with written notices to teachers whose licenses are expiring at the end of the school year; follows up to file appropriate paperwork with VDOE
8. Prepares for New Teacher Orientation
9. Prepares for Convocation Day at beginning of school year, including certificates for Smyth Award Winners
10. Orders gifts for employee appreciation and recruitment supplies for career fairs
11. Responsible for processing all employee leave for the division
12. Maintains seniority listing of all employee groups and prepares posting each year
13. Serves as administrator for TalentEd Products – Recruit and Hire and Records
14. Communicates with RDA (payroll system) helpdesk to resolve system issues
15. Prepares gifts and reception for retiree recognition
16. Monitors Early Retirement Incentive Plan and members each month.  Prepares information for payroll
17. Reviews and destroys files according to Records Retention Schedule set by Library of Virginia
18. Examines employee files to answer inquiries and provides information to authorized persons
19. Updates employee files to document personnel actions and to provide information for payroll and other uses
20. Maintains job descriptions for classified and certified personnel
21. Assists with on-campus recruitment by registering for these events, preparing materials to be distributed at these events, sending follow-up letters to those met at the recruiting events
22. Assists with organization of Golden Governors banquet each year
23. Provides information to supervisor to assist with state reports   
24. Assists with telephone backup and relaying of messages to appropriate individuals
25. Answers questions and assists employees and applicants as needed
26. Performs the usual office routines and practices associated with a busy yet productive and smoothly run office
27. Assists with any other duties as may be required

SUPERVISORY RESPONSIBILITIES 

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE 

Associates Degree or 3 years of experience in human resources or business related field.  Bachelors Degree in business management or business related field preferred.

LANGUAGE SKILLS 

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

MATHEMATICAL SKILLS 

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY 

Ability to apply common sense understanding carrying out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

Must have computer skills in Word Processing, Database and Spreadsheets.  Ability to use Microsoft Works, Word Perfect Corel, and other programs as added.  Must attend any workshops offered by the system to upgrade skills in computer usage. 

PHYSICAL DEMANDS

The physical demands described here 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.

While performing the duties of this job, the employee is frequently required to stand, walk, sit, and talk or hear.  The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

EVALUATION:  Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of support personnel.

TERMS OF EMPLOYMENT:  Twelve month year (2080 Hours) Grade 14.   Salary and work year to be established by the Board.