Primary Purpose:
Responsible for supporting the district’s human resources function. Handle routine HR inquiries and provide responsive and knowledgeable assistance to employees. Supports the implementation of human resources programs to include wage and salary administration, leave administration, employee relations, benefits. Implement legally sound and effective human resources management programs, policies, and practices.
Qualifications: Education/Certification: Bachelor’s Degree Required (Human Resources preferred major)
Special Knowledge/Skills:
Proficiency in keyboarding and file maintenance
Knowledge of administration of leave programs and applicable laws
Ability to use software to develop spreadsheets, databases, and do word processing
Ability to perform basic math
Ability to read, speak and understand English
Excellent organizational skills
Effective communication and interpersonal skills
Experience: 3 years of central office experience
Major Responsibilities and Duties:
HR
1. Handle routine HR inquiries to ensure a high level of service and responsive, knowledgeable support for employees and their supervisors. Explain HR policies and practices to employees as appropriate.
2. Maintain HR information database to ensure that employee information is accurate, current, and reliable.
3. Maintain position control system in an accurate and timely manner. Reconcile job descriptions with position control to ensure that there is a job description for every job. Follow up with supervisors to make certain that job descriptions are reviewed and updated on a regular basis.
4. Prepare and post job vacancy announcements and advertisements.
5. Receive and process applications, including verifying completeness of files and notifying selected and those not selected for employment.
6. Process new hire paperwork including criminal history information, references, and other application materials.
7. Assist in implementing plan for addressing HR training needs throughout the school district and develop and plan training programs to meet the established needs. Oversee and implement both on-going and special interest training programs.
8. Ensure district compliance with federal and state laws and regulations.
9. Maintain the time keeping system to ensure that employee time and absences are tracked in an accurate and reliable manner.
10. Complete requests from the Texas Workforce Commission regarding unemployment benefit claims. Represent the district in TWC hearings and appeals.
11. Develop and maintain relationships with college and university career teacher preparation officials and placement offices, Regional Education Service Center staff, professional associations and other recruiting resource organizations.
12. Oversee the employment application and screening process, monitor for effectiveness, and make recommendations for changes as needed.
13. Enter and update employee information in central database.
14. Respond to requests for verification of employment.
15. Prepare and maintain employee service records.
16. Administer the records storage and destruction process of personnel records following established records retention schedule and requirements of the Texas State Library and Archives Commission.
Leave Administration
17. Process all long-term absences according to established guidelines including determining eligibility for various leave programs (e.g., family medical leave and temporary disability leave) and providing employees with appropriate and timely notice.
18. Counsel with employees and supervisors concerning leave benefits and provide employees with accurate information related to absences such as deductions from pay, medical certification requirements, return-to-work dates, and fitness-for-duty requirements.
19. Work cooperatively with payroll department and risk management to process and coordinate all employee leaves and absences, including those relating to workers’ compensation claims.
20. Work with campus and departmental administrative staff to process daily absence reports.
21. Assist with employee orientation program and present information on leave benefits.
Workers’ Compensation Administration
22. Receive and process accident reports and workers’ compensation claims. File all insurance forms and Texas Department of Insurance, Workers’ Compensation Division reports including wage statements, first report of injury, supplement report, and job information in a timely manner.
23. Establish and maintain contact with injured employees and provide assistance with claims and obtaining health care as appropriate.
24. Communicate with workers compensation insurance carrier, doctors, nurses, campuses, and health care providers to enable appropriate processing of claims
25. Ensure appropriate use and access to applicable leave and insurance benefits.
Employment
26. Ensure that all teachers are highly qualified and have the appropriate credentials for assignments.
27. Maintain a system for new employees to acquire appropriate information, support, and training necessary for success on the job.
28. Administer the employee transfer process.
29. Maintain the district position control data system in an accurate and efficient manner.
30. Receive and process all personnel requisitions including reconciling vacancies with approved staff allocations, verifying accuracy of information, and adding new positions as directed.
31. Enter, update, and maintain accurate position data to include assignments, reassignments, salary changes, and separations.
Compensation and Benefits
32. Oversee and manage the district’s compensation program including job descriptions, salary surveys, and position reclassifications.
33. Implement, administer, and monitor procedures for salary administration and placement of new hires.
34. Calculate salaries for new hires and assignment changes.
35. Manage the district’s leave, health insurance, optional employee benefits, workers’ compensation, and unemployment compensation benefit programs including overseeing relationship with insurance vendors and third party administrators.
36. Enroll new employees in benefit plans.
37. Provide timely notice to employees under the requirements of the Consolidated Omnibus Budget Reconciliation Act (COBRA) including issuing coverage for terminated employees and dependents.
38. Manage the district’s annual open enrollment process, including preparing, distributing and receiving materials and forms. Process all employee benefit enrollment and change forms within required time limits to meet payroll deadlines.
Employee Relations
39. Take a proactive role in identifying and responding to employee issues; work in collaboration with district leadership to ensure preemptive and effective employee communications.
40. Support administration of the employee grievance procedure adopted by the board. Assist with investigation, analysis, and decision-making process regarding personnel problems and/or other related policy issues.
41. Interpret policies and procedures and ensure support of directors, officers, employees and other government agencies on employment, record keeping, retirement, grievance and other personnel matters and procedures.
42. Conduct annual research regarding employee satisfaction, morale, and communications. Monitor employee retention and turnover through analysis of data and exit interviews.
43. Update employee handbook and personnel directory annually and distribute to employees. Ensure procedures are followed to inform employees of personnel policies, procedures, and programs that affect them.
Records
44. Support personnel records management and help ensure compliance with the state records management program.
45. Compile, maintain, and file all reports, records, and other documents as required.
Reports and Correspondence
46. Prepare and distribute or post job vacancy announcements and advertisements.
47. Prepare, maintain, and distribute employee handbook as directed.
48. Prepare correspondence, forms, and reports according to district standards and requirements.
49. Track absence data and provide campus principals, other department heads, and others with trend reports.
50. Maintain employee leave records, including confidential medical information in accordance with federal and state laws and regulations and district policies and procedures.
Substitute System Management
51. Operate the automated substitute system, including substitute lists, absence reports, etc.
52. Assist campus clerical staff with support of substitute system to ensure correct usage.
53. Prepare, receive, and process substitute applications.
54. Schedule and organize substitute orientations.
55. Monitor long-term substitute assignments for benefits eligibility and certification requirements, and notify the assistant superintendent when parent notification is required.
56. Maintain active substitute list.
Other
57. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
58. Prepare and distribute employment contracts.
59. Prepare and distribute annual position assignment notices.
60. Prepare and deliver written and oral presentations on HR and management issues to employees.
61. Stay abreast of current research and best practices in human resources management and development in educational and non-education-related settings, and adjust plans, policies and procedures accordingly.
62. Ensure compliance with local, state and federal employment laws. Stay abreast of state and federal public policy changes that could impact the district.
63. Maintain confidentiality.
64. Follow district safety protocols and emergency procedures.
65. The superintendent or his/her designee may assign other duties and accountabilities.
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals; imaging equipment
Posture: Frequent walking, standing, bending/stooping, and reaching. Occasional pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light to moderate lifting and carrying (less than 44 pounds)
Environment: May work prolonged or irregular hours