Human Resources Specialist (Temporary)

STILLWATER

AREA

PUBLIC

SCHOOLS

Position

Description

SECTION

I:

GENERAL

INFORMATION

Position

Title:

Human

Resources

Specialist

Department

/

Building:

Human

Resources

/

Central

Services

Reports

to:

Executive

Director

of

Human

Resources

FLSA

Status:

Non-Exempt

Band/Grade/Subgrade :

B23

Bargaining/Work

Unit:

Technical

Support

Position

Last

Updated:

1/2024

Next

Position

Description

Update:

1/11

SECTION

II:

JOB

SUMMARY

Performs

a

wide

variety

of

technical

and

support

responsibilities

for

the

Executive

Director

of

Human

Resources

and

the

HR

Department,

with

emphasis

on

technical

aspects

of

the

HR

function;

and

customer

service

assisting

customers

inside

and

outside

the

District;

additionally

there

are

varied

responsibilities

covering

information

flow,

reception,

record

keeping,

report

generation,

data

management,

and

scheduling.

SECTION

III:

ESSENTIAL

DUTIES

AND

RESPONSIBILITIES

Duty/Responsibility

No:

1

Statement

of

duty/responsibility:

Administrative

Support

Percent

of

Time:

20%

Tasks

involved

in

fulfilling

above

duty/responsibility:

Serves

as

the

customer

service

frontline

for

the

department

of

Human

Resources.

Evaluates

all

phone

calls

and

requests,

personally

solving

as

many

as

possible

and

then

finding

the

right

resource

quickly

and

efficiently.

Analyzes

emergency

situations

and

facilitates

appropriate

contact

to

ensure

timely

communication,

and

resolution.

Checks

and

manages

the

HR

department

email

address

responding

to

inquiries

or

directing

them

to

the

appropriate

person.

Request

and

compile

agenda

items

and

organize

and

participate

in

department

meetings

with

team

members

taking

and

maintaining

notes

and

minutes

as

requested.

Prepares

a

wide

variety

of

correspondence,

documents

and

reports

and

ensures

the

delivery

of

them

to

the

designated

individuals

on

a

timely

basis.

Provides

a

variety

of

technical

and

administrative

support

including,

but

not

limited

to,

reception

of

callers

and

visitors;

materials

distribution;

information

exchange;

calendar

management

and

mail

screening.

Orders

supplies

and

prepares

invoices

for

payment.

Duty/Responsibility

No:

2

Statement

of

duty/responsibility:

Data

Management

and

File

Retention

Percent

of

Time:

35%

Tasks

involved

in

fulfilling

above

duty/responsibility:

Manages

and

maintains

HR

systems

including,

but

not

limited

to

Frontline,

HRIS,

work

comp

system,

Google

Drive

and

Laserfiche,

providing

data

entry,

clean-up,

reports,

and

file

management.

Prepares

and

files

all

documents

to

include

scanning

of

department

documents

and

personnel

files.

Creates

and

maintains

various

electronic

and/or

hard-copy

files

of

data

and

information,

ensuring

ready

access

by

authorized

personnel

as

needed.

Coordinates,

organizes,

and

completes

various

special

projects

for

the

Human

Resources

Department.

Provides

backup

support

to

Human

Resources

staff

members

as

needed

Performs

other

job-related

duties

as

requested

or

assigned.

Duty/Responsibility

No:

3

Statement

of

duty/responsibility:

Contract

Maintenance

and

Administration

Percent

of

Time:

15%

Tasks

involved

in

fulfilling

above

duty/responsibility:

As

requested,

may

attend

negotiations

meetings,

composing

and

preparing

minutes

for

distribution.

Assists

with

the

creation

of

documents

related

to

labor

negotiations.

This

includes

the

preparation

of

proposals,

negotiations

notes

and

creation

of

redline

and

final

labor

agreements.

Compiles,

verifies

and

maintains

various

data

or

reports

relative

to

negotiations

as

requested

by

administration.

Duty/Responsibility

No:

2

Statement

of

duty/responsibility:

Benefits

Support

Percent

of

Time:

20%

Tasks

involved

in

fulfilling

above

duty/responsibility:

Answers

general

questions

about

benefits,

assists

new

hires

and

current

employees

with

benefits

enrollment

systems

questions

as

needed.

Maintains

and

updates

printed

and

electronic

benefits

materials

for

distribution.

Submits

and

tracks

all

workers'

compensation

injury

reports.

Maintains

files

and

creates

required

annual

reports

to

ensure

compliance

with

all

applicable

laws.

Duty/Responsibility

No:

3

Statement

of

duty/responsibility:

HR

Support

Percent

of

Time:

10%

Tasks

involved

in

fulfilling

above

duty/responsibility:

Serves

as

a

resource

to

others

inside

and

outside

the

District

regarding

existing

policies

and

procedures.

Manages

the

process

of

onboarding

volunteers,

student

teachers

and

any

direct-hired

substitutes

as

well

as

ongoing

tracking

for

these

groups.

Performs

new

hire

double

checks

to

ensure

all

required

documentation

is

completed.

SECTION

IV:

KNOWLEDGE,

SKILLS

AND

ABILITIES

Excellent

working

knowledge

of

Human

Resources,

as

well

as

knowledge

of

District

programs.

Knowledge

and

understanding

of

workers

compensation

and

applicable

laws.

Ability

to

determine

documentation

required,

using

available

resources

to

obtain

necessary

information.

Ability

to

work

cooperatively

with

others,

in

a

manner

that

builds

respect

and

teamwork.

Demonstrated

exceptional

customer

service

skills

including

outstanding

conflict

resolution,

responsiveness

and

follow

through.

Ability

to

work

in

a

fast-paced

environment

with

continually

changing

deadlines

and

requests

from

a

wide

variety

of

sources.

Excellent

organizational,

planning,

group

process

and

time

management

skills,

and

an

ability

to

provide

clear,

correct

answers

to

others.

Excellent

working

knowledge

of

the

department,

division

and

District

programs

as

well

as

community

programs

and

resources.

Knowledge

and

ability

to

effectively

communicate

through

a

variety

of

mediums.

Ability

to

proof,

edit

and

compose

written

documents

with

accuracy

for

format,

content

and

mechanics.

The

ability

to

handle

multiple

and

changing

priorities

with

attention

to

detail

and

deadlines.

An

ability

to

work

purposefully,

confidently

and

independently

within

authority

and

responsibility

parameters

of

the

position

under

minimal

supervision.

Knowledge

of

the

District's

budgeting

policies,

procedures

and

protocols;

budgeting

procedures

specific

to

the

department;

and

the

ability

to

effectively

apply

the

same

in

budgeting

support

responsibilities.

Ability

to

integrate

information,

data

and

scheduling

as

requested

and

serve

as

a

department

resource

in

completing

special

projects.

The

skill

and

ability

to

maintain

assigned

databases

and

draw

requested

data

into

report

form

as

needed.

The

knowledge,

skill

and

ability

to

set

up,

maintain

and

ensure

the

security

and

confidentiality

of

data

and

information,

particularly

personnel-related

records.

SECTION

V:

EDUCATION

/

CERTIFICATION

REQUIREMENTS

High

School

diploma

or

GED.

Post

high

school

training

in

some

aspects

of

human

resources

support

is

highly

desirable.

SECTION

VI:

EXPERIENCE

REQUIREMENTS

Two

years

experience

as

an

administrative

assistant

in

an

office,

preferably

in

an

HR

department.

Experience

in

a

K-12

school

setting

desired.

Extensive

experience

using

a

wide

variety

of

computer

databases,

spreadsheets

and

word

processing

programs.

Extensive

experience

with

all

Google

applications

and

document

management

systems.

Note:

Such

alternatives

to

the

above

qualifications

as

the

School

Board

may

find

appropriate

and

acceptable.

SECTION

VII:

COMPETENCIES

AND/OR

VALUES

COMMON

TO

ALL

POSITIONS

A

clear

and

demonstrated

commitment

to

the

District

mission,

which

is

to

ensure

high

quality,

innovative,

challenging

education

where

all

learners

are

valued

and

respected.

Performing

assigned

responsibilities

in

a

manner

consistent

with

the

District's

established

Core

Values.

Advancing

the

District's

mission

and

values

through

careful

attention

to

the

key

issues

of

Learning,

Environment

and

Resources.

SECTION

VIII:

PHYSICAL

JOB

REQUIREMENTS

( Indicate

according

to

essential

duties/responsibilities):

The

physical

job

requirements

described

here

are

representative

of

those

an

employee

encounters

while

performing

the

primary

functions

of

this

job.

Reasonable

accommodations

may

be

made

to

enable

individuals

with

disabilities

to

perform

the

primary

functions.

Key:

N=Never

O=Occasionally

(1-33%)

F=Frequently

(34-66%)

C=Consistently

(67-100%)

Demands

Demands

Demands

Physical

Lifting/Carrying

Exposure

to

Environ.

Conditions

Standing

O

Up

to

10

pounds

C

Possible

exposure

to

blood-borne

pathogens

through

blood

and/or

body

fluids

N

Walking

O

Up

to

25

pounds

O

Sitting

C

Up

to

50

pounds

N

Talking

in

person/on

the

phone

F

Up

to

75

pounds

N

Toxic

chemicals

N

Pushing/Pulling

O

Up

to

100

pounds

N

Moving

parts

N

Hearing

F

More

than

100

pounds

N

Electrical

shock

risk

N

Feeling,

grasping,

finger

dexterity

C

Noise

Levels

Explosives

N

Climbing,

balancing

O

Quiet

(i.e.

private

office)

N

Fumes

N

Stooping

(bend

at

waist)

O

Moderate

noise

(i.e.

business

office

with

typewriters/

printers,

light

traffic)

F

Extreme

cold

(non-weather)

N

Crouching,

crawling,

kneeling,

squatting

O

Extreme

heat

(non-weather)

N

Loud

noise

(i.e.

many

children

laughing

&

playing,

large

earth

moving

equipment)

N

Varying

weather

conditions

N

Stretching/reaching

with

hands

&

arms

O

Sight

Vision

for

close

work/ability

to

adjust

focus

O

Distinguishing

smell

N

Very

loud

noise

(i.e.

jack

hammer,

front

row

rock

concert)

N

Distinguishing

temperature

N

Looking

at

computer

monitor

F

Traveling

by

automobile

O

Color

vision

(identify

&

distinguish

colors)

O

Peripheral,

depth

perception

O