PENN HILLS SCHOOL DISTRICT

CENTRAL ADMINISTRATION

HUMAN RESOURCES

POSITION DESCRIPTION

POSITION TITLE:             Administrative Assistant - Human Resources

QUALIFICATIONS:         

1. High School Diploma required.
2. Associate Degree general office occupations, clerical services, human resources, or business, preferred.
3. Two (2) or more years of previous experience in Human Resources and/or educational environment preferred.
4. Able to work independently and establish priorities to meet deadlines.
5. Able to follow procedures and practices in a timely and accurate manner.  
6. Maintain confidentiality in all job related functions.
7. Proficiency with Microsoft Office (Word, Excel, Outlook, Teams) and experience with HRIS systems or applicant tracking software.
8. Experience maintaining human resources information systems (HRIS), Prosoft, Oracle, Frontline
9. Excellent communication skills, both written and verbal, required.
10. Proficient knowledge of office equipment
11. Strong organizational skills
12. Ability to communicate effectively with diverse individuals and manage multiple priorities.
13. Ability to work as part of a team
14. Ability to be flexible and perform other tasks as assigned

REPORTS TO: Human Resources Designee

ACCOUNTABILITY OBJECTIVE:

This position is responsible for providing administrative support to the Human Resources designee and assisting in the operations of the Human Resources department which includes but is not limited to hiring, benefits, leaves of absence, basic benefit billing, maintaining databases, and maintenance of personnel records. The Admin. Asst. must use initiative and judgment in the performance of duties and is expected to relieve the Human Resources designee of minor office details. The work involves confidential and personal matters. The Admin. Asst. should be able to use independent judgment in determining various issues that do not involve major deviations from established policy or procedure. Responsibility for varied public contacts is a very important part in this position. The Admin. Asst. should understand program needs and anticipate/respond accordingly.

PERFORMANCE ACCOUNTABILITIES:

1. Records, Reports, and Correspondence
   1. Maintain accurate insurance files for active and retired employees and process all health benefits and bills for retirees.
   2. Accurate and confidential maintenance of personnel files.
   3. Assist in maintaining up-to-date and accurate records within the HR/Payroll system, Prosoft, Frontline, Oracle
   4. Prepare correspondence, forms, contracts, and reports for the Human Resources designee.
   5. Maintain HR Policy Committee agenda and minutes
   6. Monitor employee credentials (certifications, licensure, clearances) for expiration and compliance.
2. Recruitment
   1. Process and receive criminal history information on applicants and volunteers.
   2. Assist in the onboarding of newly hired employees.
   3. Prepare Recruitment and new hire packets.
   4. Assist in the distribution of employment contracts
   5. Serve as a liaison for applicants and employees regarding HR inquiries and processes.
3. Employment
   1. Provide non-technical information to employees regarding health benefits, FMLA questions, contracts, job inquiries and sabbaticals.
   2. Assist with the hiring process for regular and supplemental employees.
   3. Process requests for certification changes and employment verifications.
   4. Post job vacancies on District website along with various other professional websites, if applicable.
   5. Coordinate and process all pre-employment requirements, including Act 168 disclosure forms, PA state clearances (FBI, PA Child Abuse, and PA State Police), TB tests, and other credentialing documents.
4. Collective Bargaining Agreement
   1. Track seniority of teachers and send out updated seniority list yearly according to contract.
   2. Assist in the preparation of materials for contract negotiations.
   3. Process requests for tuition credit reimbursement.
5. Benefits
   1. Managing health benefits open enrollment and throughout the year.
   2. Distributing the information and processing of health benefits.
   3. Assist in the timely processing of all FMLA in accordance with state and federal regulations and/or collective bargaining agreements.
   4. Process all paperwork in regards for loan forgiveness, Level II certifications and salary reviews.
6. Accounting
   1. Prepare life insurance claims.
7. Other
   1. Type all correspondence, process mail, act as receptionist, provide clerical support, and perform general office functions for the HR department.
   2. Comply with federal and state law, as well as the local board policies, procedures and rules.
   3. Prepare personnel information of the monthly Board agenda.
   4. Assist in the completion of local, state, and federal reports.
   5. Maintain confidentiality of information.
   6. Maintain contact with current staff and retirees.
   7. All other duties as assigned by the Human Resources designee.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting for extended period of time.
• Lifting, carrying, pushing, pulling 35 pounds.
• Ability to kneel, crouches, bends and reaches to retrieve and handle supplies.
• Moving fingers and hands in a repetitive manner.
• Ability to speak clearly and distinctly when communicating.
• Hearing clearly.
• Adequate vision to perform duties.

The information contained in this job description is for compliance with Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.