Human Resources Assistant

Human Resources Assistant

This position performs full confidential functions as the Human Resources Assistant. The ideal candidate will have a strong attention to detail, excellent communication and organizational skills.

The Human Resources Assistant provides high-level confidential administrative and operational support to the Human Resources Department. This position serves as the primary administrative support for the Human Resources Director and assists with the daily operations of the department, including recruitment, onboarding, employee records, compliance, communications, Board support, and special projects. The Human Resources Assistant exercises sound judgment, maintains strict confidentiality, and serves as a professional resource to employees, applicants, administrators, and the public.

Essential Functions

The employee must be able to perform the following essential functions with or without reasonable accommodation:

Administrative Support

• Provide confidential administrative support to the Human Resources Director.
• Independently prepare, edit, proofread, and distribute correspondence, reports, presentations, agendas, newsletters, and other documents.
• Organize and prioritize the daily workflow of the Human Resources office while meeting established deadlines.
• Manage calendars, meetings, appointments, and departmental events.
• Attend meetings as assigned; record, prepare, and distribute accurate electronic meeting minutes.
• Coordinate meeting logistics, including room reservations, catering, materials, and technology.
• Manage departmental filing systems, records retention, mail, shared email inboxes, and office supplies.
• Process purchase orders, check requests, invoices, tuition reimbursements, and other departmental transactions.

Human Resources Operations

• Assist with all phases of recruitment, including posting vacancies, scheduling interviews, coordinating recruitment fairs, preparing hiring materials, and communicating with candidates.
• Maintain applicant tracking systems and employment records.
• Coordinate onboarding activities and new employee documentation.
• Track employee clearances, Act 168 documentation, required trainings, and other compliance requirements.
• Maintain personnel databases and ensure the accuracy of employee information.
• Assist with reference checks, employment verifications, data entry, scheduling, and other Human Resources functions.
• Administer and maintain Frontline Time & Attendance, Absence Management (AESOP), and other Human Resources information systems.
• Assist in preparation and submission of state and local reports while ensuring data accuracy and compliance.

Communications and Customer Service

• Serve as the first point of contact for employees, applicants, administrators, and the public visiting or contacting the Human Resources Department.
• Respond to routine inquiries, direct individuals to appropriate resources, and resolve issues whenever possible.
• Communicate professionally and courteously with employees, Board members, community members, outside agencies, and other stakeholders.
• Communicate information and directives on behalf of the Human Resources Director as assigned.
• Create recruitment materials, informational flyers, presentations, and other communication pieces.
• Maintain and update Human Resources webpages and approved social media content.

Compliance and Records Management

• Maintain confidential personnel records in accordance with applicable federal, state, and district requirements.
• Maintain and update Administrative Regulations and Human Resources procedures as assigned.
• Ensure compliance with Pennsylvania Department of Education requirements, employment laws, Board policies, and district procedures.
• Exercise discretion and maintain strict confidentiality regarding personnel matters at all times.

Leadership and Collaboration

• Work collaboratively with administrators, school personnel, and district departments to support Human Resources initiatives.
• Provide guidance and assistance to District Office support staff as assigned.
• Assist with district events, employee recognition activities, recruitment events, orientations, and other Human Resources programs.
• Perform research, compile information, and assist with special projects.
• Work independently while exercising sound judgment and initiative.

General Responsibilities

• Maintain regular attendance and punctuality.
• Work a 260-day schedule, eight (8) hours per day, as assigned.
• Work additional hours, including evenings or weekends, when required to support district operations.
• Perform other duties as assigned by the Human Resources Director.

Qualifications

Education and Experience

• Associate's degree required; Bachelor's degree preferred in Human Resources, Business Administration, Public Administration, Communications, or a related field.
• Minimum of three (3) years of progressively responsible administrative experience, preferably in Human Resources or public education.
• Experience working with confidential information.
• Experience with Human Resources Information Systems (HRIS), applicant tracking systems, and Microsoft Office applications.

Knowledge, Skills, and Abilities

The successful candidate demonstrates the ability to:

• Maintain confidentiality and exercise sound professional judgment.
• Communicate effectively both verbally and in writing.
• Produce accurate, professional correspondence and reports with minimal supervision.
• Build positive working relationships with employees, administrators, Board members, applicants, and community members.
• Manage multiple priorities while meeting deadlines in a fast-paced environment.
• Interpret policies, procedures, regulations, and employment requirements.
• Organize projects from planning through completion.
• Analyze information, identify problems, and recommend practical solutions.
• Demonstrate exceptional organizational and customer service skills.
• Work independently while maintaining attention to detail.
• Demonstrate proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and other business software.
• Learn and utilize district software systems and Human Resources technologies.

Physical Demands

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequently sit, stand, walk, reach, bend, and use hands for computer and office equipment.
• Frequently communicate verbally and hear conversations in person and by telephone.
• Occasionally lift and carry up to 20 pounds.
• Possess close vision and the ability to adjust focus for extended computer use.

Work Environment

• Work is performed primarily in a professional office environment within a public school district.
• Noise levels are generally quiet to moderate.
• Occasional travel to district buildings or off-site recruitment events may be required.
• Evening meetings and district events may occasionally be required.
• The Coatesville Area School District maintains a smoke-free and drug-free workplace.

Qualifications:

Applicants for this position must meet or exceed the following qualifications and have the enumerated skills and abilities:

Education and Experience

1. Associate Degree or Bachelor's Degree preferred;
2. Proficiency using Microsoft Word, Microsoft Excel; Microsoft PowerPoint, and typing as exemplified by passing the qualification test(s) given during the interview process;
3. Experienced in personnel relations;
4. Independent decision making in former employment.

External Candidates will be required to provide mandatory clearances. This includes the Act 34 (State Criminal Clearance), Act 151 (Child Abuse) and Act 114 (FBI Clearance). All Clearances must be within 1 year.