Administrative Assistant I- Human Resources

The Administrative Assistant I - Human Resources provides administrative, clerical, customer service, and operational support to the Human Resources Department. This position serves as the primary point of contact for employees, applicants, retirees, and community members; and assists Human Resources staff in delivering efficient, accurate, and customer-focused services. The position plays a critical role in supporting human resources operations while maintaining the highest levels of confidentiality, professionalism, and customer service.

• Follows the Core Values of the Green Bay Area Public School District as driver of our words and actions.

• Excellence: Students and educators analyze, pursue learning, research, think creatively and work independently and/or collaboratively while applying their knowledge, abilities and skills with depth and critical thinking to both familiar and unfamiliar situations.

• Engagement: Active and enthusiastic involvement in and out of the classroom

• Equity: Systems and procedures we use to place students into nurturing and rigorous settings where students' cultural approaches are honored and students are empowered to fully use their capacities. Equity enhances the quality and accessibility of opportunities

• Integrity: Demonstrating fairness in judgment and action

• Responsibility: Fulfilling obligations in a dependable manner and accepting consequences

• Promotes efforts on diversity, establishes best practices and utilizes skills to remove barriers for students of diverse backgrounds.

• Creates a favorable professional impact on students, parents, community, and other employees.

• Maintains confidentiality in verbal, written, and electronic communication.

• Refers confidential information to the appropriate person.

• Follows safe practices and adheres to safety standards.

Human Resources Customer Service and Office Operations

• Serve as the primary receptionist and customer service representative for the Human Resources Department.

• Respond to routine inquiries from employees, applicants, retirees, and community members via phone, email, and in-person interactions.

• Provide information regarding Human Resources procedures, forms, timelines, and general employment processes.

• Route inquiries to appropriate Human Resources staff and administrators.

• Maintain department calendars, schedule appointments, and coordinate meetings, interviews, orientations, and training sessions.

• Prepare correspondence, forms, reports, materials, and presentations as assigned.

Personnel Records Administration

• Maintain confidential personnel records in accordance with district policies and applicable laws.

• Organize, scan, file, retrieve, archive, and destroy personnel records in accordance with records retention requirements.

• Assist in maintaining complete employee files and tracking required employment documentation.

• Process employment verification requests and maintain related records as assigned.

• Monitor employee records to ensure required forms, certifications, and documentation are received and properly maintained.

Recruitment and Hiring Support

• Assist candidates and new hires with employment paperwork and electronic onboarding processes.

• Support New Employee Orientation events as assigned.

Human Resources Information System (HRIS) Support

• Enter and update employee information within the Human Resources Information System under established procedures as assigned.

• Assist with routine personnel transactions, employee demographic updates, and employment status changes.

• Perform data verification and audit activities to support data accuracy.

• Generate routine reports and provide administrative support for information requests.

• Assist Human Resources staff with maintaining accurate employee information and documentation within district systems.

Benefits and Leaves Administrative Support

• Assist with employee leave entries into District systems as assigned.

• Provide administrative support for benefits enrollment, open enrollment activities, retiree benefit communications, and employee benefit record maintenance as assigned.

• Assist with distribution of benefits and leave forms, informational materials, and communications.

• Maintain confidential records associated with benefits and leave programs.

Department Financial and Administrative Support

• Assist with departmental budget tracking, purchasing processes, and invoice management.

• Process supply orders and maintain inventories of department materials and forms.

• Coordinate mailings, document distribution, and other departmental administrative activities.

Operational Support

• Assist with preparation and distribution of employee communications and departmental notices.

• Support departmental projects, audits, data collection efforts, and special initiatives.

• Collaborate with Human Resources staff to ensure timely and accurate completion of assigned work.

• Maintain strict confidentiality regarding employee, applicant, and district information.    

Performs all other duties as assigned by Supervisor.

Working Conditions:

• Work involves disruptions of daily schedule.

• Work involves frequent deadlines under pressure.

• Work requires flexibility in adjusting to continuously changing situations.

• Work entails a flexible daily schedule.

• Work involves high level of decision making and the ability to keep information confidential.

• Work involves travel in and outside the district.