Anticipated Opening - Assistant to the Assistant Superintendent for Human Resources

Page 1 of 2 SOUTH BRUNSWICK PUBLIC SCHOOL DISTRICT JOB DESCRIPTION Job Title: Assistant to the Assistant Superintendent for Human Resources Department: Human Resources Reports To: Assistant Superintendent for Human Resources Salary Guide: Twelve-Month Employee, Non-Affiliated Prepared Date: June 6, 2024 Position Summary: Provides executive level support to the Assistant Superintendent for Human Resources. Assists in coordinating HR processes and procedures; fosters a strong customer service environment and demonstrates strong leadership qualities in supporting all phases of human resources activities. QUALIFICATIONS:

1. Associate degree (A.A. or A.S.) or equivalent from a two-year college or technical school. Appropriate experience will be considered as a qualification for this role in lieu of a degree. One year of related experience and/or training, or an equivalent combination of education and experience.
2. Strong administrative skills and the ability to prioritize work with minimal supervision.
3. Demonstrated experience with independent projects and tasks.
4. Strong interpersonal and communication skills.
5. Must possess expert knowledge of computer software applications
6. Required criminal background check and proof of U.S. citizenship or legal resident alien status. ESSENTIAL DUTIES AND RESPONSIBILITIES The Assistant to the Assistant Superintendent for Human Resources has the duties and responsibilities, commonly associated with this position, which are performed directly or through the proper delegation of authority, within the framework of the general laws of New Jersey, the regulations of the NJ State Department of Education, the policies and rules of the South Brunswick Board of Education, and the terms of the collective bargaining agreements and policies, all of which they are expected to be familiar with. KNOWLEDGE, SKILLS, AND ABILITIES:
7. Knowledge of database management techniques, procedures, and practices as applied to the HRIS of a public school.
8. Considerable knowledge of general office clerical procedures, processes, and practices.
9. Considerable knowledge of office technology including computers, printers, and scanners, and of related software (word processing, database, presentation, spreadsheet).
10. Considerable knowledge of the operations and responsibilities of different school departments and units to obtain answers to problems quickly.
11. Ability to complete assigned work in a timely and efficient fashion.
12. Ability to exercise sound judgment, courtesy, and tact in responding to telephone callers and office visitors and making proper disposition of problems.
13. Skill in operating desktop computers and word processing, spreadsheets, databases, presentations, and other office automation software.
14. Ability to apply knowledge of school and district rules, regulations, procedures, and functions and to resolve work problems.
15. Ability to work independently and to meet multiple, and often competing demands.
16. Ability to maintain multiple and complicated records and databases and to generate/prepare accurate reports.
17. Ability to understand the significance of data and information to identify and correct errors.

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12. Ability to perform mathematical computations, financial reconciliations, recordkeeping, and accounting duties, as required by the assigned position.
13. Ability to resolve office administrative problems quickly and efficiently as they arise.
14. Ability to communicate effectively, both orally and in writing.
15. Ability to work under time-sensitive demands. PERFORMANCE RESPONSIBILITIES:
16. Work jointly with the Assistant Superintendent for Human Resources with the supervision and coordination of the workflow for the Human Resource Department.
17. Preparation of the Board personnel agenda, working with all contributing stakeholders, according to the designated time frames.
18. Ensure all employee files are maintained in accordance with district policies and regulations and with all applicable laws.
19. Assists the Assistant Superintendent for Human Resources in disseminating forms and information for staff which may include utilizing the district HR webpage and Frontline Central.
20. Responsible for updating the Employee Handbooks for certified staff, non-certified staff, and non-unit employees.
21. Oversee the onboarding process and documentation for all new employees including but not limited to appropriate New Jersey Department of Education certification, approved criminal history report through the New Jersey Office of Student Protection, and enrollment in the appropriate New Jersey pension plan.
22. Ensure the receipt of complete ROE documentation, establish the employee's preliminary salary for the Assistant Superintendent's review, generate a letter of intent for onboarded staff, and monitor the receipt/collection of required employment documentation before placement on the list of Human Resources Department Action Items for Board approval.
23. Act as a district liaison with the below agencies pertaining to the following matters: NJ Division of Pensions and Benefits (PERS, TPAF, and DCRP) regarding enrollments, transfers, and account reconciliations. NJ Department of Education (DOE) Certification - NJ DOE Office of Licensure and Credentials and the Middlesex County Office of Education regarding an expedite of certification, issuance of emergency certification, and renewal of provisional certification. NJ Department of Education (Provisional Teacher Process and Leaders2Leaders Program) regarding the enrollment and transfer of certification, renewal of Provisional Certificates, and monitoring the issuance of CE, CEAS, Provisional, and Standard Certificates. NJ Department of Education County Office
24. Respond to inquiries from active, inactive, and prospective staff.
25. Maintain a high level of confidentiality pertaining to all information, correspondence, and materials related to the Human Resources Department, files, and district staff.
26. Prepare Human Resources Action Items for all South Brunswick Board of Education meetings including, but not limited to, the collection of all HR-related recommendations and the review of each recommendation for accuracy.
27. Maintain employee submitted Change in Degree Status Request forms to ensure proper documentation is submitted to support the request, and information is accurate for proper degree

Page 3 of 3 change, and prepare the requests for approval of the Assistant Superintendent for Human Resources and Board approval.

13. Maintain employee submitted Course Approval Request forms, ensure proper documentation is submitted to support the requests and prepare the requests for approval of the Assistant Superintendent for Human Resources.
14. Maintain submitted requests for tuition reimbursement, ensure proper documentation is submitted to support the request and prepare the requests for approval of the Assistant Superintendent for Human Resources.
15. Submit/process pension enrollments and transfers for all pension-eligible employees. Work jointly with the Payroll Department to ensure proper enrollment throughout the term of employment service.
16. Enroll novice certificated employees in the Provisional Teacher Program, monitor issuance of required certificate/s, ensure all required extended education programs are completed, and provide the NJ DOE with annual summative evaluation ratings. Responsible for, but not limited to: Enrollments in the Provisional Teacher Program Enrollments in the Leaders-to-Leaders Program Monitor Issuance of Provisional Submission of Mentoring Hours Submission of Summative Evaluation Scores Renewal of Provisional Certificates Renewal of Emergency Certificates Initiate the issuance of the Standard Certificate Terminations from Provisional Teacher Program
17. Each semester, monitor and collect documentation supporting the employee's continued progress toward successful completion of NJDOE Educator Prep Program requirements and/or required education for all CE holders.
18. Generate employment contracts for certificated staff and ensure the retrieval of employee's contracts.
19. Provide employees with current information regarding the district's retirement process as well as the process and documentation required by the NJ Division of Pensions and Benefits.
20. Complete and submit annual and bi-annual state and county reports to the NJ DOE County Office.
21. Possess fluidity in the following systems/programs including the ability to create, update, monitor, input data, disseminate information, and data retrieval. PowerSchool TalentEd (Administrative User) - Human Resources Department Electronic Onboarding System. Frontline Central (Administrative User) - Human Resources Department Electronic Onboarding System. Frontline AppliTrack (Administrative User) - Human Resources Applicant Tracking System and electronic posting requisitions. Systems 3000 (Administrative Visibility) - Human Resources Information System. Retrieval of staff data from prior Human Resources Information Systems required (PayServ, Genesis, and EMAP). NJEdCert (System User) - NJ Department of Education's licensure and credential monitoring system. EPIC - NJ Division of Pensions and Benefits - Staffs' PERS, TPAF, and DCRP enrollments, transfers, retirement and pension-related inquiries. NJHomeroom - Submit/monitor requests for rehire of retired certificated staff. Office of Student Protection - Access to fingerprint status and approval history.

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22. Perform other duties as assigned. TECHNOLOGY SKILLS Proficiency in computer applications pertinent to support the position, including but not limited to Microsoft Office, Microsoft Excel, Frontline, and Google Suite. ANNUAL EVALUATION: Performance of this job will be evaluated annually in accordance with the NJ Administrative Code and the provisions of the Board of Education policy. PHYSICAL DEMANDS The work is mostly sedentary with periods of light physical activity and is performed in office surroundings. Typical positions require workers to walk or stand for long periods; lift and carry up to 20 pounds; climb stairs, bend, reach, hold, grasp, and turn objects; and use fingers to operate computers or keyboards. There is a significant demand for verbal and written communication skills. HR staff members frequently interact with employees, administration, and newly hired staff, requiring clear and effective communication. Attention to detail is crucial for tasks such as reviewing documents, processing paperwork, and ensuring accuracy in employee records and compliance documents. The work requires the ability to speak normally and to use normal or aided vision and hearing. Maintaining confidentiality is essential in HR roles, requiring discretion and the ability to handle sensitive information with care. Reasonable accommodations may be made to enable individuals with disabilities through an interactive process of determining essential duty task completion options. WORK ENVIRONMENT The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. TERMS OF EMPLOYMENT Non-Affiliated; 12-month; salary and benefits as determined by the Board of Education. The information contained in this job description is reviewed and approved by the Board of Education and may be modified as district and state requirements evolve. This job description does not constitute a written employment contract. AMERICANS WITH DISABILITIES ACT STATEMENT External and internal applicants, as well as, employees who become disabled, must be able to perform the essential functions listed on this job description with unaided or with reasonable accommodations. The South Brunswick Public School District shall determine reasonable accommodations on a case-by-case basis in accordance with applicable law, in the event such a determination becomes necessary. The South Brunswick Public School District is proud to be an Equal Employment Opportunity and Affirmative Action employer. The district does not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical condition), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Board Approved: December 11, 2001 Board Approved: Revision/Title Change June 13, 2024