Administrative Assistant to the Director of HR

Administrative Assistant to the Director of Human Resources

The Administrative Assistant to the Director of Human Resources provides high-level administrative, organizational, and confidential support to the Director of Human Resources. This role is critical in ensuring efficient HR operations, facilitating communication across departments, and supporting personnel processes aligned with district policies, collective bargaining agreements, and state/federal regulations.

Key Responsibilities

Executive Support

• Provide direct administrative support to the Director of Human Resources, including calendar management, meeting coordination, and correspondence.
• Prepare reports.
• Serve as a liaison between the HR Department, district administrators, staff, and external stakeholders.
• Screen and prioritize communications, handling inquiries with professionalism and discretion.

Human Resources Administration

• Maintain employee personnel files and ensure compliance with recordkeeping requirements.
• Support the processing of new hires, transfers, resignations, and retirements.
• Coordinate employee clearances, certifications, and background checks in accordance with Pennsylvania Department of Education requirements.

Confidential Records Management

• Maintain strict confidentiality of sensitive HR information, including personnel records, investigations, and employee relations matters.
• Ensure accurate data entry and maintenance of HR databases and systems.
• Prepare and manage HR-related documentation, including contracts, letters, and employment verification.

Compliance & Reporting

• Assist with compliance reporting related to state, federal, and district regulations.
• Support preparation of board reports, HR metrics, and audits.
• Maintain knowledge of applicable laws, policies, and procedures affecting HR operations in a public-school setting.

Coordination & Communication

• Coordinate HR-related meetings, trainings, and events.
• Assist in the administration of employee benefits, leave tracking, and absence management.
• Support labor relations activities, including preparation of materials related to collective bargaining agreements.

Qualifications

Education & Experience

• High School Diploma
• Minimum of 35 years of administrative experience, preferably in Human Resources or a public school district.
• Experience working in a unionized environment or with public sector HR processes is highly desirable.

Skills & Abilities

• Strong organizational and time management skills with the ability to handle multiple priorities. Strong attention to detail and accuracy
• Excellent written and verbal communication skills.
• High level of discretion and ability to manage confidential information.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with and school-based software (preferred).