HR Apprentice

Job Function:

To assist and relieve the Assistant Superintendent of Talent Acquisition and Development of paperwork and impediments so that he/she may devote maximum attention to the central problems of personnel administration.

Essential Job Functions:

Works cooperatively with colleagues, supervisors, and administrators.

• Demonstrates ethical and confidential behavior.
• Engages in self-development.
• Follows district policies and administrative rules and regulations.
• Maintains behavior appropriate to performing and accomplishing assigned duties.
• Knows what to do to successfully complete assigned work.
• Projects over-all concern for personal appearance as it relates to job performance.
• Performs the usual office routines and practices associated with a busy, yet productive and smoothly run office.
• Places and receives telephone calls and records messages as needed.
• Opens mail, processing incoming correspondence as needed.
• Maintains a regular filing system.
• Obtains, gathers, and organizes pertinent data as needed and puts it into usable form.
• Prepares offers of employment for new hires and processes necessary paperwork. This includes contracts, personnel file, payroll forms, fingerprint background checks, physicals, etc.
• Maintains personnel files and employee database files.
• Prepares and maintains permanent record cards.
• Analyzes college transcripts to determine proper training level for contract changes and changes highly qualified status.
• Processes exiting employees. This may include the processing of retirement paperwork and calculation of termination pay.
• Maintains attendance records on all employees. Posts absences, notifies employees of leave balances, processes Sick Leave Bank applications and compiles absence statistics when requested. Prepares salary deduction memos for payroll as needed.
• Prepares employee bid notices for custodial/maintenance employees and office employees.
• Prepares the monthly Personnel Actions and Out-of-State Travel Board Agendas.
• Prepares salary spreadsheets to be used during annual budget preparation and completes the required PED Budget Reports that pertain to personnel.
• Calculates and prepare employment contracts for all employees and prepares revisions as needed throughout the school year.
• Prepares and maintains salary schedules and increment schedules.
• Prepares and maintains job descriptions.
• Updates attendance list for annual Child Abuse/Substance Abuse Workshop.
• Set up new email accounts for employees and make changes to email membership lists as needed.
• Prepares the annual employee directory and maintains the portion of the directory that is posted on Atlantis.
• Notifies employees of expiring educational licenses and assists them with the renewal process.
• Maintain the employee handbook and make changes as requested.
• Completes any verification of experience and/or employment forms received.
• Compiles statistical data and organizes it into usable form, including EEOC reports, the annual TCI report and others as required or requested.
• Prepares Family Medical Leave Act notices and completes the employer section of long-term disability forms.
• Responsible for maintaining the staff section of NOVA. Check personnel error reports generated by NOVA for licensing/course coding problems or errors.
• Education and Experience
  
  

Required

• Working knowledge of basic office procedures and operation of common office equipment and machines.
• Demonstrated organizational skills.
• Demonstrated skills in database management, spreadsheet applications and word processing programs.
• Three years of similar working experience and successful experience in an administrative secretarial position is an
  
  

asset in the position.

• Basic bookkeeping knowledge.
• Ability to deal with staff and patrons in a positive manner.
• College hours or degree desirable.
• Language Requirements (Required)
  
  

Ability to read and write English to understand and interpret written procedures and technical manuals. This includes the ability to give and receive instructions in written and verbal forms and to effectively present information and respond to questions from supervisors, co-workers, students, and stakeholders.

• Certifications, Licenses and Registrations:
• Certifications required in accordance with standards established by Carlsbad Municipal Schools.
• Must have (or obtain within 3 months from the date of hire) and maintain a current, valid driver’s license; must have and maintain an insurable driving record under Carlsbad Municipal School’s vehicle insurance policy.