Administrative Assistant Human Resources

GENERAL INFORMATION

• Title - Administrative Assistant for Human Resources
• Department - Confidential
• Licensure - N/A
• Endorsement - N/A
• Certification - pHCLE, aPHR, PHR, and/or SHRM-CP is preferred
• Classification - Confidential
• FLSA Status - Exempt
• Reports To - Assistant Superintendent for Human Resources
• Supervisory Responsibilities - N/A
• Prior Experience - Three years of administrative assistant work.
• Evaluation - Evaluated by the Assistant Superintendent for Human Resources and/or other certified evaluators using the agreed upon evaluation tool. This includes formal observation of job performance and the inclusion of informal observation data. The evaluation cycle for the Administrative Assistant for Human Resources shall be one fiscal year.

To regularly and directly assist the Assistant Superintendent for Human Resources in the coordination of all Department for Human Resources functions as defined by the Board of Education's policies and procedures and the Illinois School Code.

The criterion indicated below are intended to describe various types of work that may be performed. The exclusion of specific responsibilities does not prohibit them if the work is similar, related, or a logical task of the position.

In coordination with the Assistant Superintendent for Human Resources the Human Resources Coordinator will:

• Attend seminars, conferences, workshops, classes, lectures, etc. as appropriate, to enhance and maintain knowledge of trends and developments in the field with specific emphasis on use of the HR data systems.
• Assist with district, state and federal reports as requested and required.
• Collect, prepare, organize, and maintain a variety of highly confidential employment related records, I-9 forms, files, reports, and certifications relative to Human Resources functions.
• Handle problems and inquiries that require some use of independent judgment to fit facts with established procedures.
• Conduct basic research and compile information as requested.
• Maintain a working knowledge of the Educator Licensure Information System (ELIS).
• Conduct annual reviews of staff and substitute licensure.
• Process requests for employment verifications specific to Human Resources and forward all other requests to payroll.
• Adhere to contractual processes for Employment Verification Letters, Sequence of Honorable Dismissal, Reduction in Force, or Layoff/Recall of employees.
• Evaluate appropriate salary schedule placement consistent with the employee collective bargaining agreements.
• Discuss leave options with inquiring staff members including any FMLA options. Process includes the dissemination of leave approvals, denials, and Board outcomes per mandated FMLA compliance procedures and collective bargaining agreements.
• Place and receive telephone calls, record messages, and support switchboard back-up if needed.
• Maintain a working knowledge of appointments via the Google calendar and make arrangements for conferences.
• Distribute completed forms to other administrative departments in accordance with procedures; this includes the creation of new personnel files.
• Organize the requisition of supplies, materials and equipment specific to the Department of Human Resources in accordance with District procedures.
• Data mine coursework pre-approvals and record hours of course work accumulated in personnel files within the education records.
• Collate course reimbursement data after coursework is completed. Submit for approval.
• Provide coverage for the reception desk when requested.
• Assist with compiling and preparing various agenda items for monthly Board Meetings.
• Assist with annual Kindergarten Registration.
• Perform other duties as assigned by the Assistant Superintendent for Human Resources

• Serve as the primary coordinator for Human Resources operational processes, ensuring accuracy, consistency, and timely completion of assigned functions across the department.
• Provide oversight of Human Resources work products, including those completed by the Human Resources Specialist, to ensure alignment with established procedures, timelines, collective bargaining agreements, and applicable regulations.
• Monitor departmental workflows and key deadlines related to staffing, licensure, onboarding, leaves, and employment actions, following up as needed to ensure completion and resolution.
• Act as a central point of contact between Human Resources, school administrators, and other district departments to support clear communication and coordinated problem solving.
• Serve as a forward-facing Human Resources representative to the district community by responding to inquiries, interpreting established processes, and escalating complex matters to Human Resources leadership as appropriate.
• Review Human Resources documentation, data entry, and transactions for completeness and accuracy prior to submission, approval, or archival, initiating corrective action when discrepancies are…