Benefits Administrator/Administrative Assistant to the Human Resource Director

Position Type :

Office / Clerical / Office Assistant

Date Posted : 1 / 20 / 2025

Location : District Office

Date Available : 01 / 27 / 2025

Closing Date :

01 / 25 / 2025 Benefits Coordinator / Administrative Assistant to the Assistant Superintendent

Position Purpose

Under the direct supervision of the Director of Human Resources, to provide a wide variety of complex, comprehensive, and confidential administrative and secretarial support to the Human Resource Director; communicating information on behalf of the Human Resource Director to school district employees, other school districts, public agencies, etc., ensuring compliance of the Human Resource Director's office with administrative requirements; and address a variety of issues and / or provide general support necessary to ensure efficient and effective school district operations. This role is essential in ensuring the efficient operation of Human Resource functions, maintaining confidentiality, and serving as a professional point of contact for internal and external stakeholders.

Essential Functions :

• Serves as the first point of contact for inquiries to the Human Resource office, providing accurate information or directing individuals to the appropriate personnel.
• Communicate professionally and effectively with staff, applicants, vendors, and community stakeholders.
• Manage the Human Resource Director's calendar, schedule appointments, and coordinate meetings.
• Assist in coordinating Human Resource events (Principal Meetings, Induction Classes, Job fairs, training sessions, and employee recognition programs, etc.)
• Provide support for special Human Resource projects and initiatives.
• Performs the usual office routines and practices such as receiving incoming calls, preparing reports, memos, letters.
• Processes employment applications for classified, certified, and substitute employees.
• Maintains confidential files for all district employees, including personnel and medical files.
• Maintain files for approved substitute teachers.
• Utilizes computers and databases for up-to-date employment and teacher certification.
• Composes routine and complex documents (e.g. executive summaries, correspondence, agendas, minutes, handbooks, bulletins, reports, job postings, etc.) for the purpose of communicating information to school and district personnel, the public, and others.
• Maintain files of applications for all district vacancies.
• Sends new employee packets and assists with new employee enrollment.
• Works with payroll supervisor to correctly establish years of service and salary status for all employees.
• Prepares copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees and the public regarding meetings, activities, events or other work-related matters.
• Attends meetings as assigned (e.g., meetings with others contacted in the course of work) for the purpose of conveying and / or gathering information required to perform functions and meet record-keeping obligations.
• Maintains the daily / weekly / monthly calendar of the Assistant Superintendent to coordinate the scheduling of work-related appointments, activities, meetings, etc.
• Maintains calendar of school district events for the purpose of coordinating and scheduling district activities.
• Maintains accurate documents and records for the purpose of providing up-to-date reference and retrieval for compliance.
• Maintains accurate personnel records and files as required, including certification forms and retirement records.
• Process incoming mail for the purpose of sorting items in terms of importance and known priorities; send outgoing mail.
• Responds to inquiries (including telephone calls) from the public and employees, providing information, facilitating communication among parties and / or providing direction.
• Verifies employment; works with Employment Security Commission concerning unemployment claims
• Processes all FMLA (Family Medical Leave Absence) requests.
• Issues Letters of Intent, Contracts, Letters of Agreement.'
• Prepares calendar concerning holidays, vacations schedules for district and school level administrators.
• Maintains AESOP-reporting system of employee absences and substitute reporting.
• Receives and processes all correspondence concerning shared leave.
• Track and maintain employee records related to certifications, benefits, and compliance requirements; Maintains Professional Certified Staff (PCS) system.
• Processes Certificate Of Eligibility (COE) to State Department for alternative certification routes.
• Maintains file for TB testing verification.
• Performs SLED and additional background checks on new employees.
• Support Onboarding and conducts new hire orientation, ensures legal requirements are met to include Human Resources, Payroll and Benefits information at the Federal, State, and District levels.
• Assist with recruitment processes, including maintaining the application system, posting job vacancies, scheduling interviews, and managing applicant correspondence; distribution of applications, etc.
• Performs Benefits Administration to include resolution of claims and policy updates.
• Coordinates Open Enrollment for all employees annually.
• Assists with Employee Assistance Program.
• District contact for PEBA
• Responsible for records retention.
• Responsible for termination of coverage within the appropriate time frame.
• Reviews and recommends policy and procedures, based on updates on federal changes to FMLA, ADA, and ACA (Affordable Care Act).
• Processes all Student Loan Forgiveness forms, as received from employees.
• Maintains databases of yearly terminations, resignations, retirements.
• Performs all duties as assigned by the Director of Human Resources and other duties that will ensure the smooth and efficient operation of the school district and Human Resources department.

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the Assistant Superintendent's office and school district operations.

Note : The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

Uses standard office equipment such as a personal computer, laptop, copiers, scanners, fax machines, telephone system, mass mailing system.

Travel Requirements

Travel to and from meetings, all schools, regional and state meetings will be required.

Knowledge, Skills and Abilities

Physical and Mental Demands, Work Hazards

Qualification Profile