HR Assistant
About the Employer
Human Resources Assistant
Job Summary
Position Title: Human Resources Assistant
Reports To and Evaluated By: Interim Director of Human Resources
FSLA Status: Non-Exempt
Start Date: Immediate Start Date
Salary Range: $60,000 - $70,000
Terms of Employment: 12 Month Position. 40 Hours per Week. Salary Schedule and Benefits According to Non-Bargained Staff Agreements.
Job Goal and Overview of Responsibilities
The position entails a great deal of written and oral communication with administrators, other school staff, public officials, and the public. Work requires a thorough knowledge of policies, practices, and procedures of the entire school system and a high level of proficiency with current office technology tools. The HR Assistant frequently is required to develop and refine his/her own work routines to carry assignments through to completion independently.
Directions are received in the form of more general outlines, with work expectations reviewed in detail when tasks are unusual in nature. The HR Assistant is expected to alert the Interim Director to matters that require his/her attention; to anticipate, undertake, and accomplish varied tasks with a minimum of supervision; foresee the Interim Director’s probable requirements and act accordingly;
and use tact, diplomacy, and good judgment when communicating with the Director’s associates, all staff, and the general public. The HR Assistant is expected to exercise a considerable degree of independent judgment and a high degree of confidentiality.
Essential Duties and Responsibilities
Serve as the Primary Point of Contact for Human Resources Office
Greet visitors, respond to inquiries, and direct employees, administrators, and members of the public to appropriate resources and personnel.
Manage and Respond to Human Resources Inquiries
Manage and respond to a wide range of human resources inquiries, including employment verification requests, direct deposit changes, tax withholding changes, leave-related matters, Public Service Loan Forgiveness (PSLF) certifications, suitability determination letters, and other employment-related matters.
Maintain Personnel Records and Databases
Maintain accurate and confidential personnel records and human resources databases, including employee status changes, address updates, educational credits for lane advancement, and other employment records.
Coordinate Employment Compliance Processes
Coordinate employment compliance processes, including I-9 verification through E-Verify.
Prepare Confidential Personnel Documents
Prepare, process, and maintain confidential personnel documents, correspondence, reports, contracts, forms, and other human resources records in compliance with applicable laws, regulations, and record retention requirements.
Maintain Organized Electronic and Paper Filing Systems
Maintain organized electronic and paper filing systems to ensure timely retrieval of personnel records and compliance with Massachusetts Public Records Law and District Record Retention Practices.
Prepare Correspondence and Presentations
Prepare correspondence, presentations, reports, agendas, meeting materials, and other documents using appropriate office technology and software applications.
Coordinate Meetings, Training, and Human Resources Events
Coordinate meetings, training, and human resources events by scheduling logistics, preparing materials, communicating with participants, and ensuring follow-through on action items.
Assist with Human Resources Projects and Initiatives
Assist with human resources projects and initiatives, including data collection, report preparation, employee recognition programs, onboarding activities, and other department functions.
Coordinate Employee Recognition Efforts
Coordinate employee recognition efforts, including retirement acknowledgments, years-of-service awards, and related staff appreciation activities.
Maintain Human Resources Webpages and Employee Resources
Maintain and update human resources webpages, employee resources, district directories, and central office contact information.
Process Purchase Orders and Monitor Departmental Expenditures
Process purchase orders, monitor departmental expenditures, reconcile assigned accounts and credit card transactions, and assist with human resources budget administration.
Order and Maintain Office Supplies and Equipment
Order and maintain office supplies and equipment necessary for department operations.
Exercise Independent Judgment and Confidentiality
Exercise independent judgment in prioritizing work, identifying issues requiring administrative attention, handling sensitive matters, and maintaining strict confidentiality.
Provide Administrative Support to the Director of Human Resources
Provide administrative and operational support to the director of human resources and other human resources staff to ensure the efficient operation of the department.
Assist with Special Projects and Perform Other Duties as Assigned
Assist with special projects and perform other duties as assigned by the director of human resources.
Desired Minimum Qualifications
Education and Experience
Bachelor’s Degree and three or more years of secretarial/administrative experience or
An Associate’s Degree and five or more years of increasingly responsible secretarial/administrative experience or
Substantial experience in a related human resource field may substitute for degree.
Necessary Knowledge, Skills, and Abilities
A strong candidate must have:
Initiative, tact, discretion, and sound judgment.
Strong organizational and prioritization skills. Ability to efficiently and accurately handle large volumes of work and a wide-variety of tasks associated with the running of a consistently busy, fast-paced, and collaborative office. Ability to multitask is an essential part of this position.
Strong written and oral communication skills and attention to detail. The position requires proofreading and editing various types of documents, and composing written communications as well as other materials for publication; word processing (60 wpm).
Excellent interpersonal skills required. Ability to work collegially and cooperatively with all constituencies within the school community is essential. Willingness and ability to help other co-workers is a must. Ability to manage stressful situations if they arise.
Strong working knowledge of technology used in the modern office setting. Must possess, or be able to quickly develop, a high level of proficiency with Google, Munis (financial application), Microsoft Office products, and various online databases.
Must possess or develop proficient knowledge of school system staff and responsibilities, practices and procedures, school committee policies, and the Massachusetts Public Records Law.
A deep commitment to customer service, managing oneself in an environment that cares for each employee, and being genuinely interested in helping all staff to perform at high levels.
A commitment to the district goals and working effectively towards meeting those goals each and every day.
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.
Work Environment Characteristics
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.
Because of frequent interruptions, the noise level in the work environment ranges from reasonably quiet to moderately noisy.
Experience and commitment to working in a racially and culturally diverse teaching and learning community.
Equal Employment Opportunity Statement
Applicants for employment are considered without regard to age, disability, race, religion, sexual orientation, gender identity, marital status, national origin, or military status.