Essential Functions and Responsibilities
District Office Operations & Customer Service
- Share responsibility for daily District Office reception, including greeting visitors, answering phones, responding to inquiries, and directing individuals to appropriate personnel.
- Monitor building access and assist visitors with district procedures while maintaining a welcoming and professional environment.
- Manage general District Office communications, including phone calls, emails, correspondence, and incoming and outgoing mail.
- Prepare, distribute, and maintain district correspondence, reports, forms, and other administrative documents.
- Assist with scheduling meetings, coordinating appointments, and supporting District Office activities.
- Maintain organized electronic and physical records while ensuring confidentiality and appropriate recordkeeping.
- Collaborate with District Office personnel to coordinate front desk coverage, prioritize responsibilities, and support efficient daily operations.
- Perform additional administrative duties and special projects as assigned.
Human Resources & Employee Records
- Assist with employee recruitment, including posting vacancies, maintaining job postings in WECAN, coordinating applicant communications, and scheduling interviews as needed.
- Coordinate employee onboarding, including distributing, collecting, and reviewing required employment documentation and maintaining onboarding checklists.
- Prepare and distribute employment letters, contracts, assignment changes, and other personnel correspondence as directed
- Enter, maintain, and update employee demographic, employment, assignment, and compensation information in Skyward and other district systems.
- Conduct and document employee background checks and assist with required employment eligibility verification, including Form I-9 documentation.
- Monitor completion of required employee onboarding documents, training, certifications, and other employment requirements.
- Maintain accurate and confidential personnel files and employment records.
- Assist with employee orientations and provide guidance regarding district systems, procedures, and employment-related requirements.
- Prepare employment verification documentation and respond to routine employment-related inquiries.
- Coordinate employee separation procedures, including resignation acknowledgments, offboarding documentation, and employee record updates.
- Provide administrative assistance with employee leave requests, FMLA documentation, workers'' compensation records, and return-to-work procedures under the direction of the Director of Finance and Human Resources.
- Assist the Director with maintaining the Employee Handbook, personnel procedures, and required employee communications.
- Support required state and district personnel reporting through Skyward, including WISEstaff and new hire reporting, as assigned.
- Provide administrative and documentation support for employee relations matters while maintaining strict confidentiality.
Payroll Administration & Timekeeping
- Coordinate the district''s internal payroll preparation activities in collaboration with the Director of Finance and Human Resources and the district''s contracted payroll service provider.
- Monitor biweekly timekeeping submissions to ensure employee timesheets have been completed, reviewed, and approved by the appropriate principals or supervisors within established deadlines.
- Follow up with principals, supervisors, and employees regarding missing, incomplete, or unapproved timesheets.
- Review payroll-related employee information for completeness and accuracy, including compensation rates, assignments, additional pay, and applicable changes.
- Work with the Director to maintain approved employee compensation changes, payroll adjustments, and other payroll-related information in Skyward, as assigned.
- Coordinate the collection and submission of supplemental pay information, including extracurricular assignments, stipends, and other approved compensation.
- Assist employees and supervisors with questions regarding timekeeping procedures, payroll schedules, employee records, and payroll-related systems.
- Provide training and guidance to employees and supervisors on the district''s timekeeping system and applicable submission procedures.
- Maintain accurate employee payroll records and documentation to support payroll preparation and reconciliation.
- Assist with reviewing payroll reports and identifying discrepancies for correction before or after payroll processing, as appropriate.
- Maintain established internal controls, approval procedures, and confidentiality standards related to payroll information.
Final payroll processing, employee payments, tax remittances, and other contracted backend payroll functions are performed by the district''s designated payroll service provider.
Employee Benefits & Leave Administration
- Direct employees to the appropriate area with general benefit questions, enrollment procedures, and access to benefit administration systems.
- Support employee benefit enrollment activities for new hires, qualifying life events, and annual or midyear open enrollment periods.
- Reconcile accurate employee benefit eligibility, enrollment, and deduction information in district systems.
- Coordinate employee benefit status changes with the Director of Finance and Human Resources and applicable benefit providers.
- Assist with maintaining employee leave balances and recording approved leave changes in district systems.
- Monitor employee leave documentation and coordinate with the Director of Finance and Human Resources regarding leave-related payroll adjustments.
- Support employee communications regarding benefit deadlines, enrollment requirements, and district procedures.
- Assist with benefit-related reports, employee census information, and recordkeeping as assigned.
General Professional Responsibilities
- Maintain strict confidentiality of employee, student, financial, and district information.
- Develop and maintain positive, collaborative working relationships with district employees, administrators, and community members.
- Identify opportunities to improve administrative processes, employee communication, and operational efficiency.
- Maintain current knowledge of district procedures, applicable regulations, and best practices relevant to assigned responsibilities.
- Demonstrate regular and reliable attendance and the ability to fulfill assigned responsibilities.
- Perform other duties as assigned by the Director of Finance and Human Resources.