Position: Human Resources Administrative Assistant
Position Type: Part-time, 0.6 FTE
Department: Human Resources
Location: Central Office
Reports to: Director of Human Resources
Affiliation: Non-aligned, Eligible for Town Benefits
Salary: $40,000 to $45,000. Placement within the range will be based on relevant experience and qualifications
Workweek: Four days per week, six paid hours per day
Lunch: 30-minute unpaid lunch
Daily schedule: 6.5 hours on site
Work year: Year-round/12 months
General Description:
The Human Resources Administrative Assistant serves as the first point of contact for the Human Resources Department, providing exceptional customer service to employees, applicants, retirees, administrators, and the public. This position provides administrative support for the day-to-day operations of the Human Resources office, including front office administration, personnel records management, leave intake, scheduling, purchasing, and departmental communications. The Human Resources Administrative Assistant supports the Human Resources team by ensuring office operations are organized, responsive, efficient, and delivered with a high level of professionalism and confidentiality.
Responsibilities:
Customer Service & Office Administration
- Serve as the primary front office contact for the Human Resources Department.
- Greet visitors, answer department phones, and respond to general Human Resources inquiries.
- Route employees, applicants, and visitors to the appropriate Human Resources staff member.
- Maintain department calendars and schedule meetings.
- Coordinate meeting logistics and prepare agendas and meeting materials.
- Provide general administrative support to the Human Resources Department.
- Assist with incoming and outgoing department mail and correspondence.
Leave Intake & Administrative Support
- Serve as the initial point of contact for employees requesting leaves of absence.
- Provide leave packets and explain the required forms and documentation.
- Receive, organize, and track leave requests and supporting documentation.
- Maintain confidential leave files and monitor outstanding documentation.
- Coordinate leave paperwork with the Human Resources Manager, Payroll Manager, City Auditor's Office, Retirement, and supervisors.
- Track return-to-work documentation and leave deadlines.
- Refer eligibility determinations, ADA accommodations, and complex leave matters to the Human Resources Manager or Director of Human Resources.
Personnel Records & HR Administration
- Maintain confidential personnel files and electronic document management systems.
- Process employment verification requests and routine personnel correspondence.
- Assist with HRIS data entry and employee record maintenance.
- Support public records requests related to personnel files.
- Order office supplies and maintain department inventory.
- Process purchase orders, invoices, and other departmental administrative paperwork.
- Assist with department projects, employee events, orientations, and other administrative initiatives.
- Perform other related duties as assigned.
Qualifications:
- High school diploma or equivalent required; Associate''s degree preferred.
- Experience in an administrative assistant, office support, or customer service role required; Human Resources experience preferred.
- Experience working in a school district, municipal, or public-sector environment is preferred.
- Strong customer service and interpersonal skills.
- Knowledge of general office procedures and administrative practices.
- Ability to maintain confidentiality and exercise discretion when handling sensitive information.
- Excellent verbal and written communication skills.
- Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.
- High level of accuracy and attention to detail.
- Ability to work independently and collaboratively in a fast-paced office environment.
- Proficiency with Microsoft Office (Word, Excel, Outlook) and Google Workspace; experience with HRIS systems preferred.
- Commitment to supporting the district''s diversity, equity, and inclusion goals.
Physical Demands:
- Regularly required to sit, stand, walk, talk, hear, operate a computer, hand-held learning devices and other office equipment, reach with hands and arms, and must occasionally lift and/or move up to 10 pounds.
Equal Opportunity Employer
Watertown Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.