File Clerk (Current Gadsden ISD Employees Only)

Gadsden Independent School District•Santa Teresa, NM

10h

About The Position

The File Clerk supports daily Human Resources operations and provides responsive, knowledgeable assistance with routine HR inquiries. The position maintains organized and accurate physical and electronic personnel files, processes employee documents, and assists HR staff with retrieving and verifying file information. The role follows district policies and applicable regulations, protects the confidentiality of employee information, and provides clerical and administrative support to the Human Resources Department. The position works under general or specific direction while exercising considerable independence in organizing files, prioritizing assignments, and completing duties. This posting is for current Gadsden ISD employees only. Applicants must provide three professional reference letters dated within the last 12 months; current district employees must include a letter from their current supervisor.

Requirements

High school diploma or GED.
One to three months of related clerical experience and/or training, or an equivalent combination of education and clerical experience.
Ability to read and comprehend simple instructions, short correspondence, and memos; write simple correspondence; and present information effectively in one-on-one and small-group situations.
Ability to perform basic arithmetic and compute rates, ratios, and percentages, and draw and interpret bar graphs.
Ability to use common-sense understanding to carry out written, oral, or diagrammed instructions and address problems involving several concrete variables in standardized situations.
Ability to maintain emotional control under stress.
Provide three professional reference letters dated within the last 12 months; current district employees must include a letter from their current supervisor.

Responsibilities

Comply with the state-approved Code of Ethics of the Education Profession and uphold department procedures, administrative directives, and state statutes concerning staff-information confidentiality.
Promote positive community relations through effective communication with prospective employees, Gadsden Independent School employees, and community members.
Maintain and organize personnel files, ensuring records are accurate, complete, properly filed, and maintained according to district policies and applicable regulations.
File, scan, upload, and organize employee documents in appropriate personnel files.
Review documents for accuracy and completeness and update personnel files as documentation is received.
Maintain physical and electronic employee records, including proper retention, organization, and confidentiality.
Retrieve, copy, and distribute personnel records and documents as authorized by the Associate Superintendent for Human Resources or designee.
Assist with preparing, organizing, and filing employment contracts, reemployment letters, employee acknowledgment forms, evaluations, and other personnel documents.
Ensure confidential employee information is securely handled and accessed, maintained, and released only to authorized individuals.
Respond to requests for personnel documents and help HR staff locate, retrieve, and verify information in employee files.
Collaborate with HR staff and other district departments to process, file, and maintain personnel documentation in a timely manner.
Provide clerical and administrative support to the HR Department, including copying, scanning, sorting, and distributing documents.
Perform other duties as assigned.