Human Resources Administrative Assistant

Position Type:
Administration

Date Posted:
3/27/2025

Location:
Administration
POSITION: Human Resources Administrative Assistant
REPORTS TO: Director of Human Resources
PRIMARY FUNCTION:
The Human Resources Administrative Assistant will be responsible for supporting the overall administrative functions of the Department of Human Resources.
REPORTS TO AND EVALUATED BY:
The Human Resources Administrative Assistant reports directly to and is evaluated by the Director of Human Resources.

RESPONSIBILITES AND ESSENTIAL FUNCTIONS

• Maintain and update employee/employer information and forms in Frontline Education applications.
• Collaborate with the Assistant Director of Human Resources on periodic as well as year end roll-over functions for Frontline Education to ensure data accuracy.
• Responsible for creating and tracking purchase orders for the Office of Human Resources.
• Maintain and track Act 34, Act 151, and Act 114 clearances for employees, vendors, independent contractors, and volunteers.
• Manage Act 168 Sexual Abuse Misconduct Disclosure release forms for potential job candidates and previous employees including sending, obtaining, and reviewing files.
• Track employee completion of mandatory training (e.g., Act 126, Sexual Harassment) and serve as the liaison with Vector Solutions, including: adding/removing employees, managing user permissions, and notifying employees and their direct supervisors of training completion status.
• Assist with issuing employee badges such as taking photos, entering new employee information, and processing ID badges in Scholarchip.
• Work with the Athletic Department and building administration to prepare and maintain extracurricular agreements.
• Prepare personnel recommendations for the School Board agenda and notify affected staff of board actions.
• Track receipt of bi-annual Temporary Professional Employee evaluations and annual Professional evaluations.
• Support the on-boarding and off-boarding process for new hires and exiting employees.
• Prepare and disseminate annual salary letters to all Chester Upland School District employees.
• In conjunction with other Human Resources staff, maintain electronic personnel files.
• Assist other staff in Office of Human Resources as needed.

Additional Duties
Performs other related tasks as assigned by the Director of Human Resources.
Note:The above description is illustrative of tasks and responsibilities.? It is not meant to be all inclusive of every task or responsibility.

Equipment
Use standard office equipment such as personal computers, printer, copy and fax machines, and telephone.

Travel Requirements
Travels to school district buildings and professional meetings as required.
Key Competencies
The ideal candidate will demonstrate the following:

Strategic Planning and Effective Execution

• Proactively identify and implement solutions to administrative challenges, ensuring efficient operations of the Office of Human Resources.
• Demonstrate critical thinking and problem-solving skills by analyzing data, identifying trends in compliance and employee records, and recommending process improvements.
• Exhibit a results-oriented mindset by establishing clear objectives for HR processes, including clearance tracking, training compliance, and personnel data accuracy.
• Display strong project management skills, including attention to detail, multitasking, and meeting deadlines for time-sensitive tasks such as Board agenda preparation and personnel recommendations.
• Consistently monitor task progress and adapt to changing priorities to ensure the timely completion of key HR functions.

Effective Change Management

• Collaborate with the Assistant Director of Human Resources to support the implementation of process improvements, such as upgrades to Frontline Education and Vector Solutions.
• Assist in the development, rollout, and maintenance of new systems for tracking mandatory compliance, employee on-boarding, and off-boarding processes.
• Foster an environment that supports operational excellence by effectively managing transitions and new workflows in response to regulatory updates or district policy changes.
• Use a structured approach to manage updates and rollovers in HR systems, ensuring accuracy and adherence to new procedures.

Knowledge, Skills and Abilities

• Strong knowledge of HR processes, including recruitment and onboarding, employee records and data management, compliance, and HRIS systems.
• Familiarity with HR and financial software applications.
• Exceptional data management skills, with the ability to maintain accurate personnel records and ensure compliance with district policies and regulations.
• Effective verbal and written communication skills.
• Ability to handle sensitive and confidential information with the highest level of professionalism and discretion.
• Strong organizational skills, with demonstrated ability to manage multiple tasks, meet competing deadlines, and maintain complex schedules.
• Commitment to continuous professional improvement.

Physical and Mental Demands, Work Hazards
Work in standard office and school building environments

Qualifications Profile
To successfully perform this position, a person must be able to perform each essential duty satisfactorily. The qualification requirements listed below represent minimum levels of educational achievement, training, skill and/or ability necessary.

MINIMUM QUALIFICATIONS/CERTIFICATION:
Education and Experience

1. Bachelor's or associate's degree, Professional School Diploma/Certificate is preferred. High School Diploma is required.
2. 1-2 years of administrative support experience, preferably in Human Resources or a similar office environment.
3. Expertise with computers in word processing, data entry and spreadsheets - preferably with Microsoft Office, Google Docs, HRIS and Finance Systems
4. Strong understanding of HRIS/Finance database design, structure, functions and processes, and experience with database tools.
5. Strong analytical, organizational, communication, customer service, and human relation skills.
6. Ability to maintain confidentiality as required and appropriate

:

1. 12 month (260-262 days)

1. Salary and Benefits in accordance with Act 93 Non-Supervisory agreement

1. $47,500.00 - $55,000.00

The information in this job description is for compliance with Chester Upland School District Board Policy and the Americans with Disabilities Act (A.D.A). It is not intended to be an exhaustive list of duties, responsibilities and qualifications for the position. The incumbent may perform or be assigned other duties.?

Equal Opportunity Employer
The Chester Upland School District (CUSD) is an Equal Opportunity Employer. CUSD ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation, or disability. Any individual needing assistance in making an application for any opening should contact the Department of Human Resources.