Job Description

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One (1) Position Available

HR Personnel Clerk

Location: District Office

Schedule: 6:30am-9:30am hours per day, Monday-Friday

Work Year: 260 paid days per year

JOB SUMMARY:

Under the direction of the assigned supervisor, perform a variety of general duties in support of human resources operations and activities; serve as a technical resource and provide information and assistance to employees, administrators, job applicants and the general public regarding personnel functions, policies and procedures.

ESSENTIAL FUNCTIONS:

• Perform a variety of general clerical duties in support of human resources operations and activities including typing, filing, duplicating and distributing materials; process a variety of forms and applications.
• Receive and direct telephone calls and visitors to appropriate personnel; provide information and assistance to personnel, staff and the public regarding a variety of personnel matters, such as promotional opportunities, position vacancies and personnel regulations, policies and procedures.
• Operate and monitor the functions of the substitute employee computer system; receive telephone messages and requests for certificated and classified substitutes; assign qualified certificated and classified substitutes to specified job assignments.
• Process and assist applicants with completing required forms and applications; log incoming applications; verify employment by phone and letter, verify credentials, employment history references and other information; establish and maintain employee files.
• Type letters, forms, memoranda, bulletins or other materials from detailed or rough copy; compose routine correspondence; proofread completed typing assignments.
• Operate a variety of office equipment including a copier, calculator, fax machine, computer and assigned software; arrange for equipment repairs as assigned.
• Prepare and distribute application packets for certificated and classified positions; set-up and maintain the job information as assigned.
• Input, update and access a variety of personnel records and information in assigned computer system.
• Communicate with District employees, job applicants, and the public regarding personnel rules, regulations, laws, policies, and procedures and District employment and job opportunities; recruit, schedule and process qualified individuals as substitutes and add the required information to the automated substitute database management system.
• Receive and log requests for certificated and classified substitutes; assign qualified substitutes to identified job assignments; monitor and record substitute assignments and refusals; respond to and resolve issues concerning staff absences and substitute assignments.
• Maintain related records and files of employee absences and placed substitutes; maintain substitute lists; notify appropriate personnel of changes in substitute status and shortage of substitutes as needed.
• Assure that certificated and classified personnel hold valid and appropriate employment clearances; advise appropriate personnel of clearances and maintain confidentiality of privileged and sensitive information related to personnel matters.
• Serve as a technical resource concerning site personnel, teachers and substitutes; initiate and answer telephone calls; respond to inquiries and provide information regarding absences, substitute assignments and information and related procedures.
• Perform related clerical duties including answering phones, serve as office receptionist, typing, filing, duplicating, and processing department mail as assigned; assist in preparing meeting notices.
• Process newly-hired classified or certificated employees and substitutes and orient them with personnel policies and District procedures as required; prepare related documents for processing new hires, promotions, and substitutes, and enter required information into computerized personnel/payroll system, and establish and maintain personnel files.
• Update personnel and payroll information in accordance with established schedules and timelines; compile, review, code, summarize, and record data, related to employee activities.
• Apply, interpret, and explain District policies, attendance system rules and other pertinent laws, regulations, and procedures.
• Prepare, type and process requisitions according to established guidelines; order, receive and maintain inventory of supplies and equipment in accordance with established guidelines; prepare work orders for repairs and estimates.

OTHER DUTIES:

• Perform related duties as assigned.

KNOWLEDGE OF:

General personnel office functions, practices and procedures.

Basic recruitment and staffing procedures.

Modern office practices, procedures and equipment.

Telephone techniques and etiquette.

Basic record-keeping and filing techniques.

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

Operation of a computer and assigned software.

Oral and written communication skills.

Interpersonal skills using tact, patience and courtesy.

ABILITY TO:

• Operate and monitor the functions of the absence management/ substitute system.
• Receive telephone messages and requests for certificated and classified substitutes.
• Assign qualified certificated and classified substitutes to specified job assignments.
• Work independently in utilizing a computerized system to establish and maintain data on employees and substitutes, producing required reports.
• Perform a variety of general clerical duties in support of human resources operations and activities.
• Answer telephones and greet visitors courteously.
• Prepare and maintain personnel records and files.
• Provide information and assistance to employees, administrators, job applicants and the general public regarding personnel functions, policies and procedures.
• Learn applicable codes, laws, rules, regulations related to assigned personnel functions.
• Learn organizational personnel procedures and requirements.
• Distribute and screen employment applications and other personnel-related documents.
• Type or input data at 25 words per minute from clear copy.
• Operate a variety of standard office equipment including a computer and assigned software.
• Understand and follow oral and written directions.
• Establish and maintain cooperative and effective working relationships with others.
• Communicate effectively both orally and in writing.
• Complete work with many interruptions.

EDUCATION:

Any combination equivalent to: graduation from high school supplemented by business or personnel courses and one year of increasingly responsible clerical experience in a public personnel office or related setting.

LICENSES AND OTHER REQUIREMENTS:

• District pre-employment assessment/performance examinations (Basic skills and Microsoft Office computer applications).
• Current typing certificate of 25 words per minute or more.
• Post offer physical examination and drug screen.
• Fingerprint clearance from the Department of Justice and FBI.
• Current X-ray or tuberculin skin test before employment and every four years thereafter.

PHYSICAL DEMANDS:

• Dexterity of hands and fingers to operate a computer keyboard.
• Seeing to view a computer monitor and read a variety of materials.
• Hearing and speaking to exchange information.
• Sitting for extended periods of time.
• Bending at the waist, kneeling or crouching to file and retrieve materials.

ENVIRONMENT:

This job is performed in Office environment with constant interruptions.

Board Approved: January 14, 2020

Job Type: Part-time

Pay: $21.24 - $25.65 per hour

Schedule:

• Monday to Friday

Work Location: In person

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