Office Assistant II - HR/Recruitment & Selection Team

Syracuse City School District•Syracuse, NY

2d•Onsite

About The Position

The Syracuse City School District is seeking an Office Assistant II to join the HR/Recruitment & Selection Team. This role involves performing complex clerical operations and administrative support tasks primarily for recruitment, selection, and onboarding functions within the Human Resources Department. The incumbent will spend a substantial amount of time operating a personal computer and recruitment-related information systems for applicant processing, interview coordination, data tracking, and routine communications. This position differs from an Office Assistant I by its increased responsibility, extensive use of computerized systems and databases, and functioning as lead clerical support for recruitment and hiring activities. The district serves approximately 19,000 students across 35 schools and programs.

Requirements

Two (2) years of permanent competitive class status as an Office Assistant I; OR, Three (3) years of permanent competitive class status as a Typist I or Typist I (Spanish Speaking).
Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an Associate's Degree, or higher, and two (2) years of full-time paid experience, or its part-time equivalent, which involved the operation of a computer for word-processing, database, or spreadsheet applications; OR, Graduation from high school or possession of a high school equivalency diploma and three (3) years of full-time paid experience, or its part-time equivalent, which involved the operation of a computer for word-processing, database, or spreadsheet applications.
Good knowledge of general office terminology, procedures, equipment, and clerical techniques.
Good knowledge of administrative and office procedures related to recruitment, recordkeeping, scheduling, and document management.
Good knowledge of proper grammatical usage, punctuation, and spelling.
Good knowledge of customer service principles and practices, particularly when interacting with applicants, candidates, and internal stakeholders.
Skill in using email, word processing, spreadsheet, database, and applicant tracking software.
Ability to communicate effectively, clearly, and courteously, both orally and in writing.
Ability to understand and follow complex oral and written instructions and established procedures.
Ability to maintain confidentiality and accuracy when handling applicant and personnel-related information.
Ability to make minor decisions in accordance with established policies, procedures, and regulations.
Ability to assign, guide, and review clerical work to ensure efficiency, accuracy, and timeliness.
Ability to establish and effective working relationships with coworkers, supervisors, administrators, and the public.
Ability to perform arithmetic computations and tabulations accurately and with reasonable speed.
Ability to manipulate an alphanumeric keyboard to produce correspondence, reports, spreadsheets, and other documents with a high degree of accuracy and within required timeframes.
Must pass a fingerprint-based background check ($102.50 cost to candidate).
Must pass the civil service exam for this title and be reachable on the resulting eligibility list to be retained.

Responsibilities

Enter, retrieve, verify, and maintain applicant, vacancy, and hiring data using recruitment and human resources software systems.
Use word processing, spreadsheet, database, and applicant tracking systems to produce recruitment-related correspondence, forms, reports, and tracking documents.
Serve as a primary point of contact for applicants, candidates, school administrators, and department staff regarding recruitment processes, interviews, and hiring timelines.
Answer telephones and electronic inquiries; provide routine recruitment-related information; take messages; and route calls or requests appropriately.
Greet applicants and visitors and provide assistance related to interviews, hiring events, or onboarding activities.
Create, maintain, and update electronic and paper files related to job postings, applicant pools, interview materials, hiring documentation, and correspondence.
Coordinate and monitor shared recruitment inboxes and the flow of information between Human Resources, schools, vendors, and external partners.
Schedule, confirm, and coordinate interviews, meetings, and recruitment activities; maintain calendars related to recruitment and selection.
Prepare, type, and distribute interview materials, agendas, meeting notes, recruitment flyers, event materials, routine correspondence, and reports.
Assist with the preparation and processing of hiring packets, forms, and documentation in accordance with established procedures and timelines.
Open, route, and distribute recruitment-related mail, applications, and materials; prepare routine responses as appropriate.
Review documents for accuracy, completeness, formatting, grammar, and compliance with established standards; recommend corrections when needed.
Operate office equipment such as copiers, scanners, phones, and printers; coordinate service or repairs as needed.
Assist with the tracking of recruitment metrics, timelines, and activity logs to support reporting and monitoring of recruitment processes.
Order recruitment supplies and materials; maintain inventory for events and daily operations.
Provide clerical support for recruitment events, job fairs, and meetings, including preparation of materials and logistical coordination.
Establish clerical work routines and assist with coordinating the daily workflow of clerical tasks related to recruitment.
Arrange meeting spaces, conference logistics, and travel reservations related to recruitment activities as assigned.
Enter requisitions for vendor payments including local colleges for our career ladder programming.
Maintain interview notes and records.