Senior Administrative Assistant, Human Resources

Intermediate School District 917•Rosemount, MN

7h•Onsite

About The Position

The Senior Administrative Assistant for Human Resources at Intermediate School District 917 is an important role that balances attention to detail with a deeply human-centered approach. Reporting directly to the HR Director, this professional serves as a vital liaison for staff, ensuring that complex processes, such as worker's compensation, leave management (FMLA/PFML), and payroll auditing, are handled with absolute integrity. We are seeking a proactive self-starter who views administrative excellence as a form of stewardship. You will not only be an integral part of the HR Department, from HRIS data integrity to district-wide safety compliance, but you will also champion an innovative and equitable workplace. By streamlining digital workflows and providing empathetic, transparent communication to employees during individual life events, you will ensure that every member of our district feels seen, supported, and valued.

Requirements

High school diploma required
Minimum of 3–5 years of progressive administrative experience, preferably in a Human Resources environment or a Minnesota K-12 school setting
Advanced skills in Microsoft Office, specifically Excel and Google Workspace.
Ability to learn and maintain compliance records for workplace safety, including OSHA record-keeping, workers' compensation claims, and environmental health reporting
Ability to embed District 917's core values into daily interactions and administrative processes
A self-starter with a positive attitude, strong organizational abilities and a proven track record of building positive relationships
Strong verbal and written communication skills for interfacing with staff at all levels of the district

Nice To Haves

An Associate's or Bachelor's degree in Human Resources, Business Administration, or a related field is preferred
Experience with HRIS platforms (e.g., Efinance, Frontline) and document management systems (e.g., Laserfiche) is highly desirable

Responsibilities

Assist the HR Department in maintaining accurate employee personnel files
Serve as first point of contact for HR inquiries (HR inbox) and route questions to appropriate person
Enter and update employee data in the HRIS system as needed during busy times
Prepare employment verification letters and basic HR documentation
Coordinate new hire onboarding materials such as new hire orientation set up and necessary forms
Assist with exit interviews and file documentation
Update and maintain the Human Resources web pages
Support special HR projects and initiatives as assigned
Assist the HR Director to review workplace incidents to determine OSHA classifications (incident-only, restricted duty, or OHSA recordable)
Coordinate alternative assignments to ensure employees remain within work capabilities while minimizing lost time
Perform data entry and communication with outside vendor regarding First Reports of Injury and claim questions
Serve as the primary point of contact for employees and insurance administrators regarding claims and documentation
Partner with the Benefits Specialist and HR Director to resolve complex issues regarding pay docks, and leave reconciliations; reconcile leave banks in internal systems for accuracy
Supplement worker's comp payments with sick leave to ensure employees receive 100% of their pay; manage time off for related medical appointments
Enter leave balance information into HRIS system based on specific employment contracts and implement necessary corrections
Reconcile and audit leave records every payroll cycle and maintain the district's leave-balance tracking for audit liabilities
In coordination with benefits and HR Director, resolve issues with leave time, reconciliations, compliance with contracts, and coordination with payroll on pay docks, etc
Manage user accounts and privileges in the HRIS system based on organizational charts
Maintain the district's written Health, Wellness & Safety plan and assist in managing related web pages.
Manage site records for fire drills, lockdowns, and MSDS
Maintain the approved driver list and perform DMV license look-ups for district vehicle use
Track state-required records for asbestos and lead in water.
Manage the annual online employee training program, including module selection, role-based assignments, and manager reporting
Approve expenditures within budgetary guidelines and monitor annual spending for compliance
Deliver periodic progress and compliance summaries to the HR Director and Superintendent
Determine and maintain supervisor routing for timesheets within Laserfiche