Human Resources Personnel Coordinator (1.0 FTE) - Central Office

Under the direction of the Executive Director of Human Resources, this position performs a
variety of analytical and technical duties in support of assigned Human Resources functions;
provides assistance to prospective and current personnel; provides information and
assistance to employees, administrators, and the general public regarding personnel
functions, District policies and procedures; prepares and maintain a variety of personnel files,
records and reports; supports administration of workers comp claims; supports reporting
and management of unemployment insurance claims; responsible for ensuring legal record
keeping, tracking, documentation, and compliance of COBRA, FMLA, Maine PFML, ADA, and
related processes; supporting employees with mandated trainings and documenting
completion; maintaining District systems for tracking and monitoring employee professional
development to include lane/step change requests and employee course reimbursements;
support new staff orientation and provide support to other areas of HR as needed. The
Human Resource Personnel Coordinator is customer service oriented and responsive to the
needs of past, present, and future PPS team members.

This is a full time, year round position.
DUTIES AND RESPONSIBILITIES:

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  ? Perform a variety of technical duties and provide assistance to personnel ? Coordinate with other departments and desks such as Payroll, Network Teams, etc. ? Compose, prepare, type and distribute correspondence, forms, records and other assigned personnel reports 

  ? Participate in meetings, workshops, and seminars as assigned for the purpose of conveying and/or gathering information required to perform functions ? Provides backup and assistance to HR Analysts during peak hiring periods (cross training with Analysts required) 

  ? Processes tuition reimbursement requests 

  ? Run reports as needed for internal and external requirements 

  ? Adhere to employment laws and regulations for the purpose of maintaining compliance with current legal requirements 

  ? Communicate and coordinate with the Maine Department of Education and other external agencies to ensure compliance 

  ? Review materials for compliance with District policies and other applicable rules and regulations 

  ? Monitor expiration of certifications and licensures and maintain related data ? Notify employees of expiration dates for certifications and licensure ? Work with Executive Director of Human Resources and district staff in the creation, 

  implementation, maintenance, and training of updated programs and processes to include human resources management systems, digital systems for conducting the hiring, processing, and personnel file maintenance for all employees, and other technology-based support modules 

  ? Work directly with staff, site administrators, district administrators and outside agencies on personnel matters 

  ? Work with HR Project Manager to track leaves and related absences ? Track, maintain, log and file time sensitive materials as it relates to a variety of leaves such as FMLA/PFML, ADA, personal leave, medical leave, Catastrophic leaves, sabbatical, paid and unpaid leaves, etc. 

  ? Prepare and maintain documents and materials related to all leave types ? Assist HR Project Manager with determining potential exhaustion of benefits ? Prepare documents and materials related to exhaustion of benefits ? Track and send out letters for employees regarding exhaustion of benefits ? Mails COBRA paperwork to terminated employees and employees who have had a change in status that includes loss of employer-sponsored benefits 

  ? Supports Benefits Open Enrollment 

  ? Advises employees regarding HR programs, practices, and procedures. Regularly called upon to interpret and implement collective bargaining agreements ? Coordinates and maintains various departmental, legal, and employee files ? Oversees the preparation and mailing of annual reasonable assurance letters, pursuant toPublic Law 94-566 (Federal Unemployment Compensation) ? Oversees the preparation and mailing of annual contracts letters for probationary and continuing contract teachers 

  ? Advises and inform employees on staffing policies and procedures; 

  ? Performs back-up duties for personnel reporting requirements to the State ? Manages and interfaces with internal and external contacts regarding unemployment benefits 

  ? Completes Unemployment Compensation claims and process 

  ? Research laws and procedures relating to current and new legislation pertaining to Human Resources issues 

  ? Gather data and participate in meetings for Americans with Disability (ADA), Interactive meetings. 

  ? Analyze corresponding contract language to ensure compliance. 

  ? Assist in running reports as needed from various databases for internal and external requirements. 

  ? Notify payroll and accounting of pertinent information as it relates to 2  personnel/payroll matters 
   Resolve personnel-related issues and concerns with discretion and confidentiality
  ? Refer difficult or sensitive issues to supervisor as needed 

  ? Work in conjunction with the payroll department to ensure accuracy in salary placement, position control, and employee payments. 

  ? Provide assistance to the public; screen visitors and phone calls; take and relay messages as appropriate 

  ? Maintains good relations with internal customers and constantly responds to a variety of questions 

  ? Supports Executive Director in the creation of credential plans for new hires and tracks for completion 

  ? Act as liaison to Academic Department and Maine Department of Education on credentialing, certification and licensing issues 

  ? Monitors and supports professional development systems 

  ? Oversees Vector system and ensures staff compliance with mandatory training ? Supports staff with professional development goals, utilizing Vector to track certification requirements 

  ? Work with PLBSS Coordinator to support staff with certification and lane/step changes ? Monitors HR benefits inbox and ticketing system, responds in a timely manner, and ensures inquiries are directed appropriately 

  ? Prepares, processes and codes purchase orders and invoices for assigned office or program as directed 

  ? Monitors inventory levels of office supplies and materials; order office supplies and materials as appropriate. Receives, sorts, reviews and distributes incoming mail ? Operates a variety of office equipment including a calculator, copier, fax machine, computer and assigned software 

  OTHER DUTIES: 

  ? Performs other duties and related tasks as assigned. 

  This is a non-represented hourly position; 8 hours/day with a projected annual salary of $60,000-$75,000.  The position includes a generous benefits package, including paid holidays, vacation, medical and dental benefits, and more.
   

  EDUCATION, TRAINING, AND EXPERIENCE: 

  KNOWLEDGE OF: 

  ? Human Resource applications such as ADP, Frontline, MUNIS, etc. 

  ? Personnel office functions, practices, policies and procedures. 

  ? Recruitment and staffing procedures. 

  ? Modern office practices, procedures and equipment. 

  ? Interpersonal skills using tact, patience and courtesy. 

  ? Operation of a computer and assigned software. 

  ? Oral and written communication skills. 

  ? Correct English usage, grammar, spelling, punctuation and vocabulary.

  ? Record-keeping and report preparation techniques. 

  ABILITY TO: 

  ? Perform a variety of responsible clerical duties related to staff. 

  ? Answer telephones and greet visitors in a professional and courteous manner. ? Interpret, apply and explain rules, regulations, policies and procedures. ? Communicate effectively both orally and in writing. 

  ? Establish and maintain cooperative and effective working relationships with others. ? Operate a variety of office equipment including a computer and assigned software. ? Maintain records and prepare reports. 

  ? Type or input data at an acceptable rate of speed. 

  ? Complete work with many interruptions. 

  ? Understand and follow oral and written instructions. 

  EDUCATION AND EXPERIENCE: 

  ? Any combination equivalent to: three years of increasingly responsible clerical or human resources experience involving frequent public contact; college-level course work in business, human resources or a related field preferred 

  ? Bilingual Preferred 

  ? Experience working in multicultural and/or diverse communities or school systems ? Ability to coordinate and collaborate with diverse groups of professionals across multiple departments and organizations to achieve unified, consistent practices ? Highly responsive and oriented towards transparency and proactive, explicit communication 

  ? Excellent oral and written communication skills, including the ability to work collaboratively with schools/departments 

  ? English language proficiency required. Multilingual proficiency preferred ? Combinations of applicable education, training, and experience, which provide the knowledge, skills, and abilities necessary to perform effectively in the position, will be considered 

  CERTIFICATE AND LICENSE REQUIREMENTS: 

  ? Maine State fingerprint (CHRC) authorization 

  PHYSICAL DEMANDS: 

  ? Light physical effort required 

  ? Attendance at evening meetings occasionally required 

  WORKING CONDITIONS: 

  ENVIRONMENT: 

  Office environment. Constant interruptions. 

  PHYSICAL DEMANDS: 

  Dexterity of hands and fingers to operate a computer keyboard. 

  Hearing and speaking to exchange information in person and on the 

  telephone. 

  Sitting for extended periods of time. 

  Seeing to read a variety of materials. 

  Bending at the waist, kneeling or crouching to file materials. 

  HAZARDS: 

  Exposure to typical district/workplace hazards 

  OVERTIME ELIGIBLE: Yes. This is a non-represented hourly position; 8 hours/day with a projected annual salary of $60,000-$75,000. 

  Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws. 

Salary : $60,000 - $75,000