Hiring Specialist bei Fox C 6 School District

POSITION TITLE:       Hiring Specialist

STATUS:                     260 Day Employee

FLSA STATUS:            Exempt

REPORTS TO:             HR Manager and Assistant Superintendent for Human Resources

POSITION SUMMARY: Manage the hiring process for non-administrative certified and classified staff, including substitutes, and oversee the onboarding process for all new hires and employment modifications. Ensure all pre- and post-offer compliance standards are met and maintain data integrity across HR systems. Support the day-to-day operations of the Human Resources department and coordinate with supervisors and various departments on matters related to candidate selection, onboarding, compliance, and employee data management.

ESSENTIAL FUNCTIONS: 

1. Responsible for effectively performing all clerical duties associated with the Human Resources Department including, but not limited to, answering questions via various methods, typing letters, compiling reports, preparing for meetings, printing, faxing and mailings.
2. Pre-Offer Phase: Review and process submitted recommendations to hire for vacant non-administrative certified and classified positions, including substitutes. Coordinate with administrators to collect and review any missing or incomplete documentation, ensuring all recommended candidates meet district, state/federal requirements. Communicate with approved recommended candidates and administrators accordingly.
3. Post-Offer Phase: Manage the hiring process for all employees, which includes, but not limited to, submitting, collecting, reviewing, and processing all new hire paperwork and employee information in a timely manner; answering new hire questions; ensuring new hires meet district and state/federal requirements, and communicating with respective departments and employees regarding start dates.
4. Prepare, distribute and communicate out timely reporting to building/department supervisors on incomplete checklist tasks and deadlines assigned to all new hires and to existing staff with employment modifications. Communicate with employees to facilitate completion in a timely manner.
5. Process new hire documents, schedule onboarding meetings, and ensure compliance in various onboarding platforms (E-Verify, MACHS, FCSR, CaseNet, MO State W-4, etc.) for all new hires.
6. Ensure accurate and well-organized documentation on all candidates, interviews, hiring and other recruiting activities per standards set by HR supervisors.
7. Responsible for attending recruiting events and HR coordinated activities to build district teams, as needed.
8. Communicate and submit new hires to HR Manager for board approval by communicated deadlines.
9. Manage and maintain bus driver drug testing and physical exams for new hires and existing staff, which includes, but not limited to, processing results, filing documentation, reconciling invoices, and communicating to employees and supervisors.
10. Provide support to administrators and secretaries as needed regarding the hiring process and required documentation.
11. Assist all new hires in obtaining, filing and verifying active and appropriate DESE certification(s) or licensure(s) for hired positions. Oversee and maintain required staff licensures and DESE Certifications for existing, active staff throughout the year in these roles. Communicate to employees and supervisors to facilitate completion in a timely manner, and partner with HR supervisors proactively on issues.
12. Manage non-administrative certified and classified files, including substitute files, in PowerSchool Records and SISFin, ensuring information (i.e. employee information, locations, job types, supervisors, job lists, etc.) is accurately entered and maintained in all necessary systems in a timely manner.
13. Process employee modifications as needed, distribute and collect appropriate paperwork, and process all required changes in PowerSchool Records and SISFIN. 
14. Upload applicable paper personnel files and HR forms in PowerSchool Records for retention, as needed.
15. Create and manage employee service records annually for all new hires and existing staff, including employment modifications, and upload files in PowerSchool Records for retention.
16. Maintain completed employee evaluations, and follow up with administrators as needed to ensure employee evaluations are completed and submitted by stated deadlines.
17. Manage, communicate, and process unemployment claims in partnership with Assistant Superintendent for Human Resources.
18. Determine certified new hire salary placement commensurate with certified teaching experience and education level, and determine salary placements of classified new hires in accordance with directives and guidelines.
19. Responsible for processing forms, entering data, and maintaining timely and accurate records of Advanced Degree Work, Summer School programs, DESE District Verifications, and SISFin Job List in partnership with the HR Manager.
20. Conduct audits of personnel data across systems (i.e. PowerSchool, SISFin) related to new hires, employment modifications and separations to ensure data integrity, compliance, and operational efficiency. Collaborate with HR Manager to review findings, identify areas of concern, and develop a plan of action.
21. Assist HR Manager in gathering and entering data for the completion of various district/HR compensation and core data surveys including, but not limited to MSTA, NEA, and EdPlus.
22. Prepare, distribute and communicate out reporting on incomplete start of year and annual checklist tasks for active staff.
23. Log all background check determinations in Qualtrics as determined by HR supervisors.
24. Assist staff with fulfilling requests related to the Public Service Loan Forgiveness and Teacher Loan Forgiveness programs. Upload completed forms in PowerSchool Records and provide necessary documentation to staff as needed.
25. Maintain regular communication with staff members by answering questions via phone, email, or in person.
26. Comply with all district policies, regulations, and procedures.
27. Assist other HR staff with assignments and projects as needed.
28. Perform other duties as assigned.

ESSENTIAL SKILLS AND ABILITIES: 

1. Ability to communicate effectively, both verbally and in writing, with a variety of clientele.
2. Ability to exercise sound judgment.
3. Calm demeanor for handling stressful situations.
4. Ability to work effectively with all stakeholders.
5. Ability to function in a multi-tasking environment and accomplish tasks that are often interrupted by persons with special requests and/or immediate needs.
6. Must maintain strict confidentiality.
7. Maintain accurate and well-organized documentation for all HR related tasks, projects, and workload.
8. Ability to report to work consistently and promptly as scheduled.
9. Ability to create routine reports and correspondence.
10. Ability to read and interpret documents such as policies and procedures.
11. Ability to work independently with minimum supervision and the ability to apply common sense understanding and demonstrate initiative to act without being asked.
12. Ability to effectively and efficiently manage projects, create and adhere to timelines, follow-through on tasks, meet deadlines, work independently, and complete tasks with little supervision and direction.
13. Ability to effectively resolve conflict between various stakeholders with diverse backgrounds and needs.
14. Must possess highly effective written and verbal communication skills.
15. Ability to read, analyze, and determine a course of action based on various types of written and verbal information.
16. Ability to work a flexible work schedule, including but not limited to early mornings, late evenings and weekends as needed.
17. Knowledge of Google Suites and Microsoft Suites, as well as ability to learn and work through a variety of computer systems.
18. Ability to anticipate needs of the HR team and supervisor.
19. Ability to drive to and/or from in-district and out-of-district locations as required.

BASIC REQUIREMENTS: 

1. Secretarial or Administrative Assistant experience preferred.
2. Experience in school district setting preferred.
3. Associate’s Degree or higher in related field preferred.
4. 2-5 years of Human Resources experience preferred.

WORK ENVIRONMENT: 

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone/email and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects. Some climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, and repetitive motions. Requires ability to sit and stand for long periods to complete work. Requires ability to handle multiple tasks with frequent interruptions and ability to work in noisy, stressful, and crowded environments.