| Location | Robbinsville, NJ |
ROBBINSVILLE
BOARD
OF
EDUCATION
JOB
DESCRIPTION
JOB
TITLE: Confidential
Administrative
Assistant
DEPARTMENT: Human
Resources
REPORTS
TO: Director
of
Human
Resources
POSITION
SUMMARY: The
Human
Resources
Administrative
Assistant
provides
confidential
administrative
and
operational
support
to
the
Human
Resources
Department
and
assists
with
the
day-to-day
delivery
of
HR
services
throughout
the
District.
The
position
serves
as
a
primary
point
of
contact
for
employees,
applicants
and
administrators
and
supports
recruitment,
onboarding,
employee
records,
certification,
benefits,
leaves
of
absence,
personnel
transactions,
and
regulatory
compliance.
The
successful
candidate
must
demonstrate
a
high
degree
of
professionalism,
confidentiality,
organization,
accuracy,
responsiveness,
and
customer
service
while
managing
multiple
priorities
in
a
fast-paced
school
district
environment.
QUALIFICATIONS
1.
High
school
diploma
or
equivalent
required;
associate's
or
bachelor's
degree
in
human
resources,
business
administration,
public
administration,
or
a
related
field
preferred.
2.
Prior
administrative
experience
required;
experience
in
human
resource
or
public
education
strongly
preferred.
3.
Strong
organizational
skills
with
demonstrated
attention
to
detail
and
accuracy.
4.
Ability
to
maintain
strict
confidentiality
and
exercise
sound
judgment
when
handling
sensitive
personnel
information.
5.
Strong
written,
verbal,
interpersonal,
and
customer-service
skills.
6.
Proficiency
with
Microsoft
Office
and/or
Workspace
and
the
ability
to
learn
district
HR
information
systems,
applicant
tracking
systems,
benefits
platforms,
and
other
technology.
7.
Ability
to
manage
multiple
deadlines,
maintain
accurate
records,
and
independently
follow
established
procedures.
8.
Knowledge
of
general
human
resources
practices
and
employment
procedures
preferred.
9.
Familiarity
with
New
Jersey
public
school
employment
requirements,
NJDOE
certification,
criminal
history/background
clearance
procedures,
and
employee
benefits
preferred.
10.
Such
alternatives
to
the
above
qualifications
as
the
Board
may
find
appropriate
and
acceptable.
ESSENTIAL
DUTIES
AND
RESPONSIBILITIES
Recruitment
and
Hiring
Assist
with
the
preparation
and
posting
of
employment
vacancies
and
maintain
accurate
records
of
open
and
filled
positions.
Support
applicant
tracking,
interview
scheduling,
candidate
communications,
reference
checks,
and
other
recruitment
activities.
Prepare
employment-related
correspondence,
including
interview
communications,
offer
materials,
appointment
documentation,
and
other
personnel
notices.
Collect
and
review
required
pre-employment
documentation
and
follow
up
with
candidates
regarding
outstanding
requirements.
Coordinate
criminal
history/background
clearance,
fingerprinting,
employment
eligibility,
and
other
required
pre-employment
processes.
Assist
HR
and
administrators
in
ensuring
new
employees
have
completed
required
documentation
prior
to
beginning
employment.
Onboarding
and
Employee
Records
Coordinate
the
administrative
components
of
the
new-hire
onboarding
process.
Prepare
new-hire
packets,
forms,
orientation
materials,
identification
requests,
and
other
onboarding
documentation.
Establish
and
maintain
confidential
personnel
files
and
electronic
employee
records.
Process
personnel
changes,
including
new
hires,
transfers,
promotions,
salary
changes,
resignations,
retirements,
leaves,
and
other
changes
in
employment
status.
Maintain
employee
data
within
the
District's
HR
information
systems
and
ensure
personnel
records
are
accurate
and
current.
Assist
with
employment
verification
requests
and
other
authorized
personnel
record
inquiries.
Maintain
required
employment
documents
in
accordance
with
applicable
record-retention
requirements.
Personnel
Administration
Prepare
personnel
recommendations,
reports,
spreadsheets,
correspondence,
and
other
materials
for
review
by
the
Director
of
Human
Resources.
Assist
with
preparation
and
verification
of
personnel
items
for
Board
of
Education
agendas.
Maintain
records
of
Board-approved
appointments,
resignations,
leaves,
transfers,
stipends,
and
other
personnel
actions.
Coordinate
with
Payroll,
Business
Office,
school
administrators,
and
other
departments
to
ensure
accurate
and
timely
processing
of
personnel
changes.
Maintain
HR
calendars,
deadlines,
tracking
systems,
and
recurring
personnel
processes.
Compile
data
and
prepare
routine
HR
reports
as
requested.
Employee
Support
and
Department
Operations
Serve
as
a
professional
and
welcoming
first
point
of
contact
for
employees,
applicants,
substitutes,
administrators,
and
members
of
the
public
contacting
Human
Resources.
Respond
to
routine
questions
regarding
HR
procedures,
forms,
deadlines,
and
employment
processes
and
appropriately
refer
matters
requiring
HR
administrator
review.
Schedule
meetings,
interviews,
orientations,
and
other
HR-related
appointments.
Prepare
correspondence,
forms,
notices,
spreadsheets,
presentations,
and
other
HR
materials.
Maintain
HR
forms,
templates,
procedures,
and
electronic
resources.
Receive,
organize,
and
appropriately
route
confidential
employee
documentation.
Assist
with
special
projects,
employee
communications,
training,
orientation,
and
other
HR
initiatives.
CONFIDENTIALITY
The
Human
Resources
Administrative
Assistant
routinely
has
access
to
confidential
and
sensitive
information,
including
personnel
records,
medical
and
leave
information,
employee
relations
matters,
investigations,
disciplinary
information,
salary
information,
and
candidate
records.
The
employee
is
expected
to
maintain
the
highest
standards
of
confidentiality
and
discretion
and
shall
not
disclose
confidential
information
except
as
authorized
or
required
in
the
performance
of
assigned
duties.
KNOWLEDGE,
SKILLS,
AND
ABILITIES
The
successful
candidate
should
demonstrate
the
ability
to:
Work
independently
while
recognizing
when
matters
require
escalation
to
the
Director
of
Human
Resources.
Organize
and
prioritize
a
high
volume
of
work
with
competing
deadlines.
Maintain
accurate
records
and
identify
missing
or
inconsistent
information.
Communicate
professionally
and
tactfully
with
employees
at
all
organizational
levels.
Handle
sensitive
or
difficult
interactions
with
professionalism
and
discretion.
Learn
and
consistently
apply
District
procedures
and
applicable
employment
requirements.
Use
spreadsheets,
databases,
HR
systems,
and
electronic
document-management
tools
effectively.
Follow
through
on
assignments
and
proactively
track
outstanding
items.
Maintain
confidentiality
in
all
personnel
matters.
Work
collaboratively
with
administrators,
Payroll,
Business
Office
staff,
school
secretaries,
employees,
applicants,
and
outside
agencies.
PHYSICAL
AND
WORKING
CONDITIONS
The
physical
demands
and
work
environment
described
are
representative
of
those
required
to
perform
the
essential
functions
of
the
position.
Reasonable
accommodations
may
be
made
to
enable
individuals
with
disabilities
to
perform
essential
functions.
The
position
generally
requires
prolonged
periods
of
sitting
and
computer
use;
frequent
communication
by
telephone,
email,
and
in
person;
occasional
lifting
and
moving
of
files,
supplies,
or
materials;
and
the
ability
to
operate
standard
office
equipment.
DISCLAIMER
This
job
description
is
intended
to
describe
the
general
nature
and
level
of
work
performed
by
the
employee
assigned
to
this
position.
It
is
not
intended
to
be
an
exhaustive
list
of
all
duties,
responsibilities,
or
qualifications.
The
Board
of
Education
reserves
the
right
to
modify
or
assign
additional
duties
consistent
with
the
needs
of
the
District.
SUPERVISORY
RESPONSIBILITIES:
N/A
EVALUATION
of
PERFORMANCE:
Performance
shall
be
evaluated
in
accordance
with
Board
policy,
applicable
law,
and
District
procedures
by
the
Director
of
Human
Resources
or
designee.
PHYSICAL
DEMANDS
and
WORK
ENVIRONMENT:
TERM
OF
EMPLOYMENT:
12-Month
REQUIRED
CERTIFICATION:
N/A
BARGAINING
UNIT:
Non-Affiliated
BOARD
APPROVAL
DATE: