HR Administrative Specialist 3 - Internal Applicants Only

Tigard-Tualatin Sd 23J•Tigard, OR

3d•Onsite

About The Position

The Human Resources Administrative Assistant performs specialized technical and administrative duties in support of the District's Human Resources Department. Responsibilities include, but are not limited to: Coordinate the hiring, rehiring, onboarding, and processing of temporary personnel changes for hourly employees. Administer the annual vacation carryover process in accordance with District policy and collective bargaining agreements. Maintain and manage the HelpCounter database for volunteers and community partners, including processing background clearance documentation. Coordinate bond badging and fingerprint processing, ensuring compliance with District, state, and federal requirements. Maintain Memorandums of Understanding (MOUs) and related documentation for collective bargaining agreements. Prepare and submit required Oregon State Child Support reporting in accordance with state regulations. Maintain and update Human Resources website content to ensure timely and accurate information for employees and applicants. Manage hourly employee records and personnel actions within the TalentEd and Infinite Visions. Administer the Professional Educator Fund (PEF) for elementary schools by reviewing reimbursement submissions, verifying eligibility, monitoring individual spending limits, maintaining accurate records, and ensuring compliance with District guidelines. Maintain the District's STA (bus service) fingerprint records and ensure accurate documentation and compliance. Process employee address and legal name changes while maintaining accurate personnel records. Coordinate and distribute employee Exit and Stay Surveys, track participation, and maintain related records. Prepare and distribute quarterly CPR/First Aid compliance reports and maintain certification records. Maintain confidential employee records and exercise discretion in handling sensitive personnel information. Provide exceptional customer service to employees, administrators, applicants, and the public by responding to inquiries and providing information regarding Human Resources procedures and services. Perform other related duties as assigned in support of Human Resources operations.

Requirements

Graduation from high school or completion of the GED certificate
Three (3) years of progressively responsible administrative experience in Human Resources or a related field; school district experience preferred.
Associate's degree in Human Resources, Business Administration, Public Administration, or a related field; bachelor's degree preferred.
Knowledge of Human Resources principles, employment practices, and applicable federal and Oregon employment laws.
Knowledge of Human Resources Information Systems (HRIS), electronic records management, and office technology.
Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive information.
Ability to organize, prioritize, and manage multiple tasks while meeting deadlines with accuracy, attention to detail and minimal supervision.
Ability to interpret and apply District policies, procedures, and collective bargaining agreements.
Ability to accurately process detailed personnel transactions and maintain precise records.
Strong analytical, problem-solving, and organizational skills.
Excellent written, verbal, and interpersonal communication skills with a strong customer service orientation.
Ability to establish and maintain effective working relationships with employees, administrators, and community partners.
Proficiency with Microsoft Office Suite, Google Workspace, and HR management systems.
Read, analyze and interpret technical journals, financial reports, and legal documents.
Respond to inquiries or complaints from vendors, staff and community members.
Communicate appropriately with students, staff, and community members as a representative of the District.
Understand and work with mathematical concepts such as probability and statistical inference.
Apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
Interpret a variety of instructions furnished in written, oral, diagram, or schedule form

Nice To Haves

College level course work or completion from secretarial/business school preferred
One year of work in a school setting preferred
A current history of acquiring, skill building, computer programs, team building, workshops or seminars preferred
Professional Human Resources Certification (pHCLE, SHRM-CP, SHRM-SCP, PHR, or SPHR) preferred.
Bilingual in English and Spanish preferred.

Responsibilities

Coordinate the hiring, rehiring, onboarding, and processing of temporary personnel changes for hourly employees.
Administer the annual vacation carryover process in accordance with District policy and collective bargaining agreements.
Maintain and manage the HelpCounter database for volunteers and community partners, including processing background clearance documentation.
Coordinate bond badging and fingerprint processing, ensuring compliance with District, state, and federal requirements.
Maintain Memorandums of Understanding (MOUs) and related documentation for collective bargaining agreements.
Prepare and submit required Oregon State Child Support reporting in accordance with state regulations.
Maintain and update Human Resources website content to ensure timely and accurate information for employees and applicants.
Manage hourly employee records and personnel actions within the TalentEd and Infinite Visions.
Administer the Professional Educator Fund (PEF) for elementary schools by reviewing reimbursement submissions, verifying eligibility, monitoring individual spending limits, maintaining accurate records, and ensuring compliance with District guidelines.
Maintain the District's STA (bus service) fingerprint records and ensure accurate documentation and compliance.
Process employee address and legal name changes while maintaining accurate personnel records.
Coordinate and distribute employee Exit and Stay Surveys, track participation, and maintain related records.
Prepare and distribute quarterly CPR/First Aid compliance reports and maintain certification records.
Maintain confidential employee records and exercise discretion in handling sensitive personnel information.
Provide exceptional customer service to employees, administrators, applicants, and the public by responding to inquiries and providing information regarding Human Resources procedures and services.
Perform other related duties as assigned in support of Human Resources operations.
Respond appropriately in emergency and crisis situations
Consistently makes independent decisions within established guidelines and reporting structure
Responsibility for detailed record-keeping for a department or program.
Establishes deadlines, in coordination with other employees, for when work should be completed and is primarily responsible for meeting established deadlines
Complete simple to complex assignments with a minimum of instruction or supervision
Consistently be able to identify and resolve problems with a minimum of instruction or supervision
Communicate sensitive information to staff, and community members as required by Board or departmental policy and procedures
Maintain the confidentiality of administration, staff, students, and organizations of the community
Use math skills to learn and adhere to the position's accounting needs including, but not limited to, purchasing procedures, budget allocations, and spreadsheets
Use computer skills to learn and effectively utilize district computer programs and systems
Use computer skills to improve department procedures and enhance efficient operation
Use modern professional secretarial skills to produce work in a timely fashion, properly formatted and accurate.
Assignments may include, but not limited to, correspondence, technical and professional reports, newsletters, booklets, manuals, guides, schedules and forms
Use correct spelling, punctuation, capitalization, word usage, and sentence construction of the English language as necessary to detect and correct errors in prepared material and to compose basic correspondence
Operate computers, other electronic office devices, and the accompanying programs (word processing, data base and spread sheets, district assigned programs)
Work collaboratively, with a diverse staff and community
Provide informative, accurate and courteous responses to requests for information.
Effectively manage regular contact with administrative and Cabinet level staff concerning work related matters.
Prioritize tasks from a variety of sources, ensuring timely completion.
Regularly demonstrate skill in building and maintaining an office team to support the needs of the district
Maintain a calm professional environment during times when interruptions, disruptions, and a stressful environment interfere with the flow of work
Remain flexible in accepting assignments with deadlines and demonstrate ability to re-prioritize work to fit the needs of the department
Comprehend oral and written instructions and complete work within established guidelines and timelines without detailed instructions or constant monitoring
Seek out feedback leading to improvement of skills and performance
Perform as a team member of the assigned department as well as for the District as a whole
Answer phones and take detailed messages
Assist in developing budgetary priorities, order supplies and track expenditures as compared to the department budget
Deliver messages, packages, supplies as required
Troubleshoot and maintain machines that include, but are not limited to, copy, laminator and fax