Human Resources Assistant

POSITION SUMMARY: The Human Resources Administrative Assistant provides executive-level administrative and operational support to the Assistant Superintendent of Human Resources. Serving as a welcoming, professional point of contact for staff, applicants, and community members, this role oversees end-to-end personnel workflows—including recruitment, onboarding, substitute management, leave administration, compliance, and employee engagement. The position requires exceptional judgment, strict confidentiality, and precision in managing sensitive district records and systems.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Executive & Departmental Support

• Provide comprehensive administrative support to the Assistant Superintendent of HR, including calendar management, correspondence, meeting preparation, and board packet documentation.
• Monitor HR project deadlines, process purchase orders, maintain physical and electronic file retention systems, and manage general office operations.
• Prepare, proofread for accuracy, and distribute routine HR communications, announcements, newsletters, informational materials, and other department correspondence.

Recruitment, Onboarding & Credentials

• Coordinate recruitment processes: post vacancies, schedule interviews, process applications, handle applicant communications, and compile interview materials.
• Facilitate pre-employment compliance: track background checks/fingerprinting, drug screens, physical examinations, reference checks, and Faith’s Law requirements.
• Manage end-to-en employee onboarding: prepare new hire packets, monitor completion of all required employment forms, and coordinate cross-departmental setups (Finance, Tech, Special Ed).
• Track and maintain Professional Educator Licenses (PEL), endorsements, certifications, registrations, and other required credentials.
• Complete employment verifications, prior service forms, and other employment-related documentation as requested.
• Establish, maintain, audit, and secure confidential personnel files and electronic records in accordance with district procedures, records retention requirements, and applicable laws.
• Maintain accurate records related to employee status, assignments, salary or wage changes, building assignments, leaves, resignations, retirements, evaluations, seniority, recall lists, and other personnel actions.
• Enter, update, and maintain accurate employee information across all district HR systems (including personnel, attendance, applicant tracking, evaluation, and substitute management systems).
• Generate routine/ad-hoc reports and assist with required statutory and regulatory reporting (e.g., ISBE, TRS, IMRF, IDES, and file audits).

Leaves, Substitutes & Payroll Processes

• Administer confidential leave processes (FMLA, disability, sick leave, bereavement, return-to-work) in coordination with Payroll and supervisors.
• Maintain official records related to sick leave banks and other district leave programs.
• Assist with unemployment claim documentation and other employment-related administrative processes.
• Manage substitute staffing operations: recruitment, onboarding, system registration, placement support, and the preparation and processing of substitute, stipend, and applicable non-certified payroll information.
• Assist with planning and coordinating new employee orientation, substitute training, teacher assistant training, mentoring activities, professional development, workshops, and other HR-sponsored training.
• Deliver responsive customer service to staff and applicants regarding HR forms, policies, standard operating procedures, and contractual provisions.
• Support HR initiatives designed to improve recruitment, onboarding, employee experience, retention, recognition, and communication (including service…