Human Resources Services Specialist

Tacoma Public Schools•Central Administration Building (CAB) 601 S 8th St., WA

2d•Onsite

About The Position

The Human Resources Services Specialist serves on a team providing human resources support for Employment Services and the hiring process for District substitute and temporary employees. The role enters and maintains information in the District’s computerized Human Resources information system and other department databases, supports recruitment and hiring activities, and prepares personnel correspondence and reports. The specialist ensures that work complies with Federal, State, and District policies and requirements. The position also supports substitute staffing and employment services through applicant tracking, application screening, candidate testing, onboarding and personnel actions, certification and licensure monitoring, payroll-related data entry, and analysis of substitute assignments and dispatch records. The specialist collaborates with department staff and administrators to resolve issues, improve procedures, and provide customer service. This is a 1.0 FTE, 12-month, 260-day position with 8 hours per day. The work is in an office environment and may involve prolonged sitting and visual concentration, frequent interruptions, sensitive situations, extended hours to meet deadlines, and lifting or carrying up to 20 pounds. Regular, reliable attendance and physical presence are essential. The position requires fingerprints and successful Washington State Patrol and FBI background and sexual misconduct clearances.

Requirements

Associate’s degree or equivalent vocational training in human resources, computer science, data entry, or a related field, and three years of data entry experience; equivalent combinations of education and experience may be evaluated.
Knowledge of Federal, State, and District regulations, standards, and processes governing HR matters; human resources and employment practices; best hiring practices; EEOC regulations; certification, transcript, and Highly Qualified requirements; school district records procedures; HR payroll/personnel systems; spreadsheet applications; and grammar, spelling, and English usage.
Keyboarding and basic office machine skills; proficiency with word processing and spreadsheet software; customer service; and obtaining, clarifying, and exchanging information.
Ability to enter and analyze data accurately, use information technology, perform mathematical calculations, focus on detail, multitask, prioritize, meet deadlines, communicate effectively, train staff, exercise judgment, maintain confidentiality, work without direct supervision, and establish effective working relationships in a diverse setting.
Ability to work as a team member, resolve difficult or sensitive situations, and demonstrate regular, reliable attendance.
Fingerprints and successful WSP and FBI background clearance and sexual misconduct clearance.

Nice To Haves

Experience with human resources systems.

Responsibilities

Provide customer service and human resources assistance for District Substitute and Employment Services; verify the accuracy and timeliness of HRIS data and reports.
Maintain and update the applicant tracking database; process substitute and temporary job announcements; update website postings; obtain posting information from administrators; screen applications; oversee required candidate testing; send regret letters; and close files.
Review and process substitute and temporary recommendations to hire for approval.
Prepare employment and deployment correspondence, including notices of reasonable assurance, non-selection letters, and confirmation letters.
Create and maintain accurate computer records for substitute and temporary staff, including pay, assignments, and personal data; process personnel actions, track new hires and required documents, and proofread and update HRIS records.
Ensure Federal and State Highly Qualified and ESEA compliance for substitute staff and analyze dispatch records to verify qualifications for long-term assignments.
Monitor endorsements, certification types, licenses, and registrations; access state databases; guide employees on certification and licensure procedures; monitor expirations and notify staff; advise on regulatory changes; and alert HR staff to potential compliance issues.
Maintain knowledge of bargaining agreements and certification, licensure, and Highly Qualified requirements; respond to staff inquiries about procedures and data requirements.
Compile, maintain, and distribute confidential correspondence, reports, lists, payroll transaction notices, and memoranda; analyze reports, validate data, track student teachers, reconcile information, enter substitute-related data into HRIS and payroll systems, and format reports.
Review long-term substitute assignment compliance and pay-rate or eligibility changes; work with staff and administrators to resolve issues; prepare dispatch-system reports on fill rates, attendance concerns, and other research for the Director.
Collaborate with Employment Services, Substitute Services, and the HR Administrative team to improve procedures, resolve problems, maintain a customer-service environment, and assist colleagues during peak periods.
Participate in professional development; prepare periodic status reports for the Supervisor; provide backup and related temporary assistance to staff; attend meetings and training; and maintain regular, reliable attendance.