Hr Specialist And Administrative Assistant To Hr

Primary Purpose:
Provide support for daily human resource operations. Handle routine HR inquiries and provide responsive and knowledgeable assistance to employees. Receives, processes, and maintains record for employees of the district. Monitors access to human resources (HR) Records and maintains proper security and confidentiality. Under moderate supervision and manage the routine work activities of the HR department office and provide clerical support to the director of talent management and other staff members.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Proficiency in keyboarding and file maintenance
Ability to use software to develop spreadsheets, databases, and do word processing
Ability to perform basis math
Ability to read, speak and understand English
Excellent organizational skills
Effective communication and interpersonal skills
Experience:
2 years of clerical experience
Major Responsibilities and Duties:
HR Support

1. Handle routine HR inquiries to ensure a high level of service and responsive, knowledgeable support for employees and their supervisors. Explain HR policies and practices to employees as appropriate.
2. Maintain HR information database to ensure that employee information is accurate, current, and reliable.
3. Maintain position control system in an accurate and timely manner. Reconcile job descriptions with position control to ensure that there is a job description for every job. Follow up with supervisors to make certain that job descriptions are reviewed and updated on a regular basis.
4. Receive and process applications, including verifying completeness of files and notifying those not selected for employment.
5. Process new hire paperwork including criminal history information, references, and other application materials.

Records, Reports and Correspondence

1. Assist with maintenance of information in the employee database.
2. Prepare and distribute or post job vacancy announcements and advertisements.
3. Prepare, maintain, and distribute employee handbook as directed.
4. Prepare correspondence, forms, and reports according to district standards and requirements.

Workers' Compensation Administration

1. Receive and process accident reports and workers' compensation claims. File all insurance forms and Texas Department of Insurance, Workers' Compensation Division (DWC) reports including wage statements, first report of injury, supplement report, and job information in a timely manner.
2. Establish and maintain contact with injured employees and assist with claims and obtaining health care as appropriate.
3. Communicate with workers' compensation insurance carrier, doctors, nurses, campuses, and health care providers to enable appropriate processing of claims. Work closely with campus and department secretaries, supervisors, and administrators to facilitate reporting work-related illnesses and injuries.
4. Work with leave and benefit specialists to ensure appropriate use and access to applicable leave and insurance benefits.

Absence Management

1. Operate the automated substitute system, including data entry and generation of reports (e.g., substitute lists, absences reports, and utilization reports)
2. Provide training and support to all users of substitute system to ensure correct usage.
3. Receive and process requests for substitutes and schedule substitutes as needed to ensure coverage of staff absences.
4. Add new employees and substitutes and deactivate as needed.
5. Approve and reconcile absences for Central Office.

Other

1. Assist with the preparation and distribution of employment contracts.
2. Maintain physical and computerized files within Human Resource Department.
3. Administer the records storage and destruction process of personnel records following established records retention schedule and requirements of the Texas State Library and Archives Commission.
4. Submit new hires in Office of the Attorney General website.
5. Conduct background checks.
6. Assist with new school board members elections process when requested.
7. Maintain confidentiality.
8. Prepare and process purchase requisitions and check request as needed.
9. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
10. Greet visitors and assist employees and applicants to complete applications and required paperwork.
11. Assist with the preparation and distribution of employment contracts.
12. Maintain confidentiality.
13. Other duties as assigned.
14. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:
None
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals; imaging equipment
Posture: Frequent walking, standing, bending/stooping, and reaching. Occasional pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light to moderate lifting and carrying (less than 44 pounds)
Environment: May work prolonged or irregular hours
Mental Demands: Work with frequent interruptions; maintain emotional control under stress