Administrative Assistant II - Human Resources

Description

The Administrative Assistant II - Human Resources, provides high-level administrative support to the Human Resources (HR) Department, ensuring the efficient operation of daily activities. This role is responsible for coordinating HR processes, managing records, supporting recruitment and onboarding efforts, assisting with payroll and benefits administration, and providing outstanding customer service to employees and stakeholders. The Administrative Assistant II must be highly organized, detail-oriented, and able to handle confidential information with discretion. This position reports to the Executive Director of Human Resources and provides direct support to the HR leadership team and department staff.

Qualifications

Education: High school diploma or equivalent required; Associate's or Bachelor's degree preferred in business administration, human resources, or a related field.

Experience: Minimum of three (3) years of administrative experience; experience in human resources, education, or a government agency preferred

Skills & Key Competencies:

• Strong organizational and multitasking abilities to manage multiple priorities effectively.
• Proficiency in Google Suite (Google Docs, Sheets, G-Mail, Google Meets, Slides, and Forms ) and HRIS systems (e.g., Munis, TalentEd, Guardian).
• Knowledge of basic HR functions, including recruitment, onboarding, benefits administration, and event coordination.
• Ability to maintain confidentiality and handle sensitive employee information with discretion.
• Strong written and verbal communication skills.
• Exceptional customer service skills with the ability to work collaboratively with employees, applicants, and stakeholders.
• Attention to detail and problem-solving abilities.

Essential Functions & Responsibilities:

HR Administrative Support

• Provides high-level administrative support to HR leadership and department staff, ensuring smooth day-to-day operations.
• Manages HR calendars, schedules meetings, and coordinates travel arrangements for HR executives.
• Prepares, edits, and distributes correspondence, reports, board summaries, presentations, and HR documentation.
• Assists with the processing of personnel actions, contract renewals, and salary adjustments.
• Researches a wide variety of topics (e.g. current practices, policies, education codes, etc.) to provide information for addressing a variety of administrative requirements.
• Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) to provide information, facilitate communication among parties and/or provide direction.

Employee Onboarding & Records Management

• Supports new hire onboarding by coordinating background checks, orientation sessions, and employee documentation.
• Maintains accurate and organized employee records in digital and physical filing systems.
• Assists with the issuance of employee ID badges and ensures all necessary employment verifications are completed.
• Ensures compliance with federal, state, and district policies regarding HR documentation and record retention.

Recruitment & Hiring Process Support

• Prepares offer letters and employment agreements as directed.
• Provides administrative support for recruitment events, including career fairs, hiring fairs, and outreach programs.

Payroll & Benefit Support

• Assists employees with payroll and benefits-related inquiries and directs them to the appropriate HR specialist.
• Supports benefits open enrollment by preparing and distributing materials, answering questions, and maintaining records.
• Ensures timely and accurate processing of HR-related forms, including leave requests and personnel action forms.

Customer Service & Engagement

• Serves as the primary point of contact for HR inquiries from employees, applicants, and the public.
• Greets and assists visitors to the HR Department, providing professional and courteous support.
• Directs inquiries to the appropriate HR team members and provides follow-up communication as needed.
• Assists with HR events, workshops, and employee engagement initiatives.

Employee Onboarding & Records Management

• Supports new hire onboarding by coordinating background checks, orientation sessions, and employee documentation.
• Maintains accurate and organized employee records in digital and physical filing systems.
• Assists with the issuance of employee ID badges and ensures all necessary employment verifications are completed.
• Ensures compliance with federal, state, and district policies regarding HR documentation and record retention.

Recruitment & Hiring Process Support

• Prepares offer letters and employment agreements as directed.
• Provides administrative support for recruitment events, including career fairs, hiring fairs, and outreach programs.

Payroll & Benefit Support

• Assists employees with payroll and benefits-related inquiries and directs them to the appropriate HR specialist.
• Supports benefits open enrollment by preparing and distributing materials, answering questions, and maintaining records.
• Ensures timely and accurate processing of HR-related forms, including leave requests and personnel action forms.

Customer Service & Engagement

• Serves as the primary point of contact for HR inquiries from employees, applicants, and the public.
• Greets and assists visitors to the HR Department, providing professional and courteous support.
• Directs inquiries to the appropriate HR team members and provides follow-up communication as needed.
• Assists with HR events, workshops, and employee engagement initiatives.
• Performs other related duties, as assigned, to ensure the efficient and effective functioning of the work unit.

Clearances

• Criminal Justice Fingerprint/Background Clearance.
• Tuberculosis Skin Test.

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