Human Resources Administrative Assistant

The Human Resources Administrative Assistant provides executive-level administrative and operational support to the Assistant Superintendent of Human Resources within the district. This onsite role serves as a key point of contact while managing end-to-end personnel workflows, with an emphasis on confidentiality and accuracy in sensitive records and systems.

• 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 support general office operations.
• Prepare, proofread for accuracy, and distribute routine HR communications, announcements, newsletters, informational materials, and other department correspondence.
• Coordinate recruitment activities, including posting vacancies, scheduling interviews, processing applications, communicating with applicants, and compiling interview materials.
• Support pre-employment compliance by tracking background checks and fingerprinting, drug screens, physical examinations, reference checks, and Faith's Law requirements.
• Facilitate end-to-new employee onboarding by preparing new hire packets, monitoring completion of required employment forms, and coordinating cross-departmental setup (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 requested employment-related documentation.
• 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 employee information across district HR systems, including personnel, attendance, applicant tracking, evaluation, and substitute management systems.
• Generate routine and ad-hoc reports and assist with required statutory and regulatory reporting, including ISBE, TRS, IMRF, IDES, and file audits.
• 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.
• Support substitute staffing operations, including recruitment, onboarding, system registration, placement support, and the preparation and processing of substitute, stipend, and non-certified payroll information as applicable.
• Assist with planning and coordinating new employee orientation, substitute training, teacher assistant training, mentoring activities, professional development, workshops, and other HR-sponsored training.
• Provide responsive customer service to staff and applicants regarding HR forms, policies, standard operating procedures, and contractual provisions.
• Support HR initiatives focused on recruitment, onboarding, employee experience, retention, recognition, and communication, including service milestones, attendance awards, and the annual 20-Year Service & Retirement Celebration.
• Assist with district registration and other district wide initiatives as assigned, including occasional after-hours coverage, and perform other duties as assigned by district leadership.

• High School diploma required.
• High attention to detail, including proofreading precision.
• Strong written and verbal communication.
• Ability to manage competing priorities independently.
• Unwavering commitment to handling confidential information with discretion.

• Associate degree in HR, Business/Office Administration, or related field.
• Prior administrative experience in a school district or HR environment.
• Familiarity with the Board of Education's Personnel policies and applicable collective bargaining agreements.

• Microsoft Office
• Google Workspace
• Applicant tracking
• Attendance
• State reporting
• Substitute management
• Skyward
• ISBE
• TRS
• IMRF
• IDES

Location: Alton, IL (onsite)

Salary: USD 28 - 33 per hourly

Minimum…