Human Resource Specialist

Position Type:
District Support
Date Posted:
1/22/2024
Location:
District OfficeEffective immediately, the Human Resources Department is accepting online applications for the position of Human Resources Specialist at the District Office. This is a 12-month position working 8.0 hours a day, Monday-Friday. Annual salary is $60,000 - $65,000 depending on experience. This position reports to the Human Resource Manager.
Application Process: To be considered for the position, submit online application at www.sspps.org. Posting will remain open until filled.
Job Summary
Ignite a passion in every learner to inquire, continuously improve, and engage in positively changing our world through processing, verifying and correcting employee records and related data to assure the proper administration of applicant and employee records according to labor contracts, plan rules, and applicable legal requirements. Assists employees with inquiries concerning their employment and benefits and assists with resolution of discrepancies or problems, performs maintenance on employee records and/or files to assure the accuracy and completeness of employee records and files.
Job Functions

• Processing, reviewing, verifying and correcting employee demographic, assignment, benefits and compensation, or other information for use within the Human Resource Information Systems (HRIS) to ensure employee record accuracy.
• Referring to applicable terms and conditions of employment contracts; if needed, contacts other departments, administrators, supervisors, etc., regarding employee record discrepancies.
• Building employee profiles in the HRIS system.
• Processing employee data transactions including but not limited to hiring, separation, assignment, salary schedule placement, benefits enrollment/changes, etc.
• Assisting with compilation of data and workflow administration.
• Reviewing source document for complete and appropriate information
• Proofing, auditing and verifying data entry of all employee data and information prior to periodic batch events, including but not limited to payroll generation, contract implementation, employee records fiscal year transition, salary schedule advancement, etc.
• Reviewing, monitoring and verifying all corrections are made and entered into the HRIS system in conjunction with Payroll Department to ensure employees are accurately compensated per the current terms and conditions of employment contracts.
• Reviewing data entered to assure consistent with data in source document.
• Notifying associated departments of any necessary changes to data.
• Reviewing employee data for consistency with terms and conditions of bargaining agreement.
• Assisting with implementing system updates and conversions.
• Preparing documents for mailings and/or other distributions and prepares documents for filing/electronic storage. Receiving, sorting and collating employee correspondence and communication materials in preparation for distribution to buildings and/or mailings.
• Alphabetizing, sorting and filing related employee personnel documents, time reports, etc.
• Preparing documents for imaging by removing duplicate, staples, binders, paper clips, etc.
• Indexing and filing documents in document imaging system.
• Responding to questions, forms or calls from other organizations, vendors, state agencies (PERA, TRA, etc.) requesting information on subjects including but not limited to employment verification, unemployment eligibility, licensure verification, survey submissions, etc.
• Retrieving requested information and completing appropriate forms.
• Assuring timely delivery of requested information.
• Following appropriate procedures and laws pertaining to data privacy, confidentiality or other rules pertaining to the public and private data.
• Assisting employees and administrators with inquiries regarding but not limited to:
  1. employment information;
  2. benefits, compensation;
  3. payroll checks;
  4. benefits or entitlements
• Resolving discrepancies and collaborating with stakeholders to affect resolution.
• Researching, verifying, and/or responding to inquiries from employees and administrators and communicating information to requestor.
• Retrieving associated information and seeking clarification/interpretation from the Human Resource manager or director as needed.
• Requesting escalation to administrator where appropriate.
• Monitoring and reporting responsibilities in the areas of but not limited to: employee absenteeism, leave, and vacations.
• Maintaining all substitute employee records, including HRIS, Personnel and tracking system records, and processing payroll transactions for substitutes
• Reviewing and verifying hourly employee time reports and building absenteeism reports.
• Operating and supporting clients using attendance tracking systems.
• Initiating year-end and ad hoc leave reports.
• Monitoring employee leave usage and alerting HR staff to potential problems.
• Assisting with leave of absence data entry and reporting.
• Assisting supervisors with preparation of interview materials and packets; maintaining interview materials in accordance with record keeping laws.
• Preparing new employee orientation packets.
• Preparing and printing new employee badges.
• Collaborating with the communication specialist to maintain and update HR web pages on the district website.
• Preparation of all employee agreements and contracts for new hires, extracurricular activities as well as yearly agreements for independent group employees.
• Monitors and tracks employee and volunteer background checks; reviews any concerns with Human Resource manager or director.
• Responding to all requests for employment verifications in a timely manner.
• Processing lane changes biannually.
• Completing all board staffing reports and change letters in a timely manner.
• Tracking of all employee evaluations in collaboration and partnership with the educational services department specifically for teacher evaluations.
• Collaborating with the educational services department to track all teacher and administrator licensing, communicating to teachers/administrators and verifying renewal of their licenses.
• Processing all teacher license requests for Tier 1, Tier 2, OFP and IPP licenses.
• Preparing, completing and tracking all employee wage notices.
• Assisting in the management and maintenance of employee time off/leave usage and balances.
• Other duties as assigned.

Knowledge, Skills and Abilities Required
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.

• High school diploma plus a minimum of 2 years of experience working in a Human Resources department, school district, or other office type setting in a support capacity primarily responsible for data collection, entry and management.
• Prefer: Bachelor's degree in Human Resources, business administration or closely related field.
• Experience with Skyward Human Resource Information System preferred, and preferred experience work with the Insurance Tracking module within Skyward.
• Intermediate knowledge of spreadsheet and database management software and word processing skills.
• Basic understanding of compensation/payroll concepts.
• Office equipment and typical productivity software, databases or customized systems/applications used for processing payrolls.
• Knowledge of basic record retention, record/file/database maintenance requirements.
• Basic understanding of data privacy requirements, laws and rules as it pertains to job assignments.
• Basic knowledge of labor contract law and principles.
• Solid knowledge of federal, state and local laws pertaining to employees, reporting, and benefits.
• Ability to learn and convey information about employee benefit plans and the procedures.
• Ability to maintain confidential and private personnel information.
• Ability to read, analyze and interpret insurance policies, union contracts, general business periodicals, professional journals, technical procedures and government regulations.
• Ability to write reports and effective business correspondence.
• Ability to effectively respond to questions/inquiries.
• Excellent oral and written communication skills.
• Demonstrated customer services skills.
• Exceptional planning and organizational skills with attention to detail.
• Strong initiative and ability to exercise sound judgment in decision-making.
• Ability to work collaboratively with all employees.
• Demonstrated prompt, regular and reliable attendance.

Physical Requirements
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 regularly required to talk, hear, lift, use hands for fingering, grasping and feeling, wrists, hands and/or fingers for repetitive motions. The employee is occasionally required to kneel, reach, stand and walk. The employee must frequently lift and/or move up to 10 pounds. The employee is occasionally required to lift and/or move up to and over 30 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.