Substitute & HR Support Specialist
: Job Details :

POSITION TITLE: Substitute & HR Support SpecialistSTATUS: 260-Day EmployeeFLSA STATUS: Non-ExemptPAY CATEGORY: Office ProfessionalREPORTS TO: HR Manager and Assistant Superintendent for Human ResourcesPOSITION SUMMARY: The Substitute & HR Support Specialist will manage the substitute hiring process and assist with the day-to-day operations of the Human Resources Department.ESSENTIAL FUNCTIONS:Responsible for effectively performing all clerical duties associated with the Human Resources Department including but not limited to answering questions via various methods, typing letters, compiling reports, preparing for meetings, communicating HR supply orders, printing, faxing and mailings.Advise employees regarding HR programs, practices, and procedures.Oversee the daily workflow of all non-Transportation substitute hires which includes, but not limited to, reviewing applications, verifying reference checks and substitute certification, working with applicants on missing documentation, any additional follow up that is needed for the hiring process.Process new hire documents, schedule onboarding meetings, and ensure compliance in various onboarding platforms (i.e. E-Verify, MACHS, FCSR, CaseNet, MO State W-4, etc.) for all non-Transportation substitutes.Support the Hiring Specialist as needed with scheduling onboarding meetings and new hire documents for all new hires and ensure compliance in Records and E-verify Systems.Ensure completion of all assigned new hire and start of the year non-transportation substitute tasks and checklists in Records. Communicate with new hires and existing non-transportation substitutes; and prepare, distribute and communicate out reporting to supervisors on incomplete checklist tasks to facilitate completion in a timely manner.Manage non-Transportation substitute files in Records and SISFin, and ensure information (i.e. employee information, locations, job types, supervisors, job lists, etc.) is accurately entered and maintained in all necessary systems.Communicate and submit new substitute hires to HR Manager for board approval.Train applicable new substitutes on the absences management system as needed.Assist new hire non-Transportations substitutes in obtaining, filing and verifying active and appropriate DESE certification(s) for hired positions. Communicate with employees and supervisors to facilitate completion in a timely manner.Manage ongoing compliance with labor law posters for all district buildings.Responsible for moving all paper personnel files to our electronic record system.Responsible for attending recruiting events and activity coordination to build district teams as needed. Assist the HR Manager and Assistant Superintendent for Human Resources with registration, preparation, and distribution of job fair materials.Assist the HR Manager in preparing interview packets, setting up interview rooms, and placing catering orders as needed.Act as the backup to and assist the district workers' compensation designee by providing workers' compensation authorization to medical facilities and following up with respective employees and district workers' compensation insurance provider on needed workers' compensation documentation.Coordinate and manage student teachers, screened volunteers and contracted agency workers to ensure necessary background checks have been completed and ensure timely communication with supervisors and other stakeholders on outcomes and next steps.Maintain reports and assist the Administrative Assistant to the Superintendent with correspondence regarding certified and classified staff years of service.Log non-transportation substitute, contracted agency staff and volunteer background check determinations in Qualtrics.Maintain and process records related to the Teacher of the Year and Support Staff of the Year programs in Records and Google Suites in partnership with the HR Manager.Send out the Exit Survey via email to all employees separating from the district.Work with supervisors to ensure compliance with SafeSchools mandatory training for all employees.Process and reconcile Purchase Orders related to the HR Department.Process employee name, address and phone number change requests via Records and update SISFin and Records to ensure accurate and timely completion.Act as the backup to and assist the FMLA Specialist with employee processes related to the Family and Medical Leave Act and Americans with Disabilities Act.Assist other HR staff with assignments and projects as needed.Comply with all district policies, regulations, and procedures.Perform other duties as assigned.ESSENTIAL SKILLS AND ABILITIES:Ability to communicate effectively, both verbally and in writing, with a variety of clientele.Ability to exercise sound judgment.Calm demeanor for handling stressful situations.Ability to work effectively with all stakeholders.Ability to function in a multi-tasking environment and accomplish tasks that are often interrupted by persons with special and/or immediate needs.Must maintain strict confidentiality.Maintain accurate and well-organized documentation for all HR related tasks, projects, and workload.Ability to report to work consistently and promptly as scheduled.Ability to create routine reports and correspondence.Ability to read and interpret documents such as policies and procedures.Ability to work independently with minimum supervision and the ability to apply common sense understanding and demonstrate initiative to act without being asked.Ability to effectively and efficiently manage projects, create and adhere to timelines, follow-through on tasks, meet deadlines, work independently, and complete tasks with very little supervision and direction.Ability to effectively resolve conflict between various stakeholders with diverse backgrounds and needs.Must possess highly effective written and verbal communication skills.Ability to read, analyze, and determine a course of action based on various types of written and verbal information.Knowledge of Google Suites and Microsoft Suites, as well as ability to learn and work through a variety of computer systems.Ability to anticipate needs of the HR team and supervisor.Ability to drive to and/or from in-district and out-of-district locations as required.BASIC REQUIREMENTS:Secretarial or Administrative Assistant experience required.Experience in school district setting preferred.Associate's Degree or higher in related field preferred.Human Resources experience preferred.WORK ENVIRONMENT:Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone/email and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects. Some climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, and repetitive motions. Requires ability to sit and stand for long periods to complete work. Requires ability to handle multiple tasks with frequent interruptions and ability to work in noisy, stressful environments.