HUMAN RESOURCES SPECIALIST/ADMINISTRATIVE ASSISTANT

Office Support Level 5

8hrs./day, 12 months

Beginning by 12/1/26

DCS HUMAN RESOURCES SPECIALIST/ADMINISTRATIVE ASSISTANT

The Human Resources Specialist provides administrative, technical, and operational support for Human Resources (HR) functions and services, including direct administrative support to the Assistant Superintendent. The position is responsible for administering assigned HR processes, maintaining confidential personnel records, coordinating employee support activities, monitoring compliance with district and state requirements, and providing customer service to applicants, employees, administrators, and community partners.

Under the direction of the Assistant Superintendent, the employee coordinates assigned programs and processes related to substitute services, employee records, licensure renewal, onboarding, recruitment support, employee recognition, and other Human Resources initiatives. The position exercises independent judgment within established policies and procedures, collaborates with multiple district departments, and assists with developing and implementing process improvements that enhance operational efficiency and service delivery.

ESSENTIAL JOB FUNCTIONS

Human Resources Operations

• Provides operational and administrative support for HR functions and district personnel services.
• Provides direct administrative support to the Assistant Superintendent, including managing calendars, coordinating meetings and appointments, screening and directing communications, and assisting with daily priorities and special projects.
• Maintains confidential employee records and ensures the accuracy of employee information across HR systems.
• Serves as a resource to applicants, employees, administrators, and the public regarding HR processes and procedures.
• Exercises independent judgment in applying established HR procedures, maintaining data integrity, resolving routine operational issues, and making decisions within assigned areas of responsibility.
• Assists HR leadership with reporting requirements and department initiatives.

Recruitment, Employment, and Substitute Services

• Supports district recruitment efforts through job fairs, career events, applicant assistance, and onboarding activities.
• Coordinates the district's substitute teacher program, including recruitment support, screening and selection, onboarding, records management, training, and ongoing employee support.
• Serves as the primary operational contact for substitute employees.
• Supports onboarding activities for newly hired employees, including identification badging, orientation logistics, and employee access to required systems and resources.
• Assists in maintaining recruitment materials and employment records.
• Maintains substitute records and HR systems to support staffing.

Employee Records and Compliance

• Maintains professional development and licensure renewal records for certified employees, including reviewing requirements, communicating deficits, and monitoring needs.
• Supports volunteer screening and assists with follow-up actions as appropriate.
• Manages records for student teachers, beginning teachers, and other HR programs as assigned.
• Monitors documentation and assists in ensuring compliance with district and state requirements.

Human Resources Systems and Data Management

• Maintains employee data within HR information systems used for personnel records, substitute management, background monitoring, employee identification, and building access.
• Monitors background check notifications for employees and volunteers and assists with follow-up actions.
• Generates reports, conducts routine audits, and supports data integrity across systems.

Event Coordination

• Coordinates planning and logistics for HR-sponsored employee recognition programs, orientation events, calendar committee activities, and other department activities.
• Assists with preparation, publication, and maintenance of district calendars.
• Maintains inventories of supplies and resources, including developing and/or purchasing materials.

Process Improvement

• Collaborates with Human Resources leadership and other district departments to support organizational goals, improve service delivery, and ensure effective communication across functional areas.
• Identifies opportunities to improve operational efficiency through technology, standardized procedures, electronic workflows, and improved record management.
• Assists with developing, implementing, documenting, and maintaining approved electronic workflows, forms, tracking systems, reports, databases, and other administrative tools that improve efficiency, communication, compliance, and customer service.
• Assists with identifying and recommending enhancements to Human Resources procedures and administrative processes and provides training to employees on assigned Human Resources systems and procedures.

Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of Human Resources office practices, recordkeeping, confidentiality requirements, and applicable policies and procedures
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain accurate records
• Ability to anticipate administrative needs, coordinate schedules, exercise initiative, and provide responsive support in a fast-paced environment
• Strong interpersonal, written, and verbal communication skills with the ability to provide courteous, professional, and tactful customer service
• Ability to exercise sound judgment, maintain confidentiality, and apply established procedures with accuracy and attention to detail
• Ability to establish and maintain effective working relationships with employees, administrators, and the public
• Proficiency with business technology and the ability to learn and effectively utilize Human Resources information systems.
• Ability to adapt to changing priorities and support the implementation of new procedures, technology, and operational improvements.

MINIMUM TRAINING AND EXPERIENCE

Associate's degree in human resources, business/office administration, or a related field preferred; high school diploma supplemented by coursework in a related field and/or office support experience; or any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED

TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be able to use a variety of automated office equipment such as computers, copiers, calculators, etc. Must be able to exert up to 20 pounds of force occasionally and a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Due to the amount of time spent standing and/or walking, physical requirements are consistent with those for Light Work.

Conceptual Awareness: Requires the ability to observe, compare, and contrast various people, data, or items.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments, and/or directions from colleagues or supervisors.

Language Ability: Requires the ability to read a variety of correspondence, reports, handbooks, forms, lists, etc. Requires the ability to prepare correspondence, simple reports, forms, etc., using prescribed format.

Intelligence: Requires the ability to rationalize and solve problems with a variety of variables, aligned with policies, procedures, and professional expectations; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.

Numerical Aptitude: Requires the ability to use mathematical operations and apply mathematical skills to solve work-related problems, including but not limited to adding, subtracting, and utilizing decimals and percentages.

Motor Coordination & Dexterity: Requires the ability to coordinate hands and eyes rapidly and accurately. Requires the ability to handle a variety of office machines, etc. Must have minimal levels of eye/hand/foot coordination.

Visual and Spatial Aptitude: Requires visual acuity to complete essential duties, including the ability to conceptualize visual representations, size, shape, and color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving the nature of sounds by ear). Must be able to communicate via telephone.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees for this job.