Employment Specialist

Employment Specialist

Under regular supervision, performs moderate to complex clerical duties and specialized technical duties in the Human Resources Department. Work involves responding to inquiries from all district employees about all areas of employment, including hiring process, orientation, verification of employment, preparing and maintaining a variety of records. Reports to the Director of Classified Employment Services.

Specific Duties and Responsibilities:

• Prepares employment and salary verifications to include verbal verifications, forms for lending and leasing agents, writing letters for employees, and student loan paperwork.
• Reviews and processes personnel transaction forms to payroll for changes in personnel.
• Serves as liaison to new employees and other departments regarding the hiring process.
• Submits personnel actions in Munis.
• Answers calls on employment verifications from Federal and State agencies, mortgage lenders and others.
• Performs recruitment and selection duties, including preparing job descriptions and announcements, providing position information to potential employees, screening and interviewing applicants, conducting reference checks and pre-employment testing, notifying candidates of position status, maintaining application files, etc.
• Answers calls from employees regarding salary status changes, attendance, loan forgiveness, etc.
• Completes confirmation of prior employment and loan forgiveness.
• Researches and verifies teaching experience and previous district service using a variety of databases and payroll ledgers.
• Provides relief for district switchboard operator as needed.
• Gathers and records information on former and current employees.
• Assist with processing New Hire paperwork to include E-verify, TB Tests, Background Checks, etc.
• Assists with Human Resources sponsored activities and events.
• Scans documents to employee files.
• Interacts and communicates with various groups and individuals, such as the immediate supervisor, customers other than district employees, supervisors in other departments, Personnel Director, district employees, State retirement department, unemployment department, teacher certification department, Finance Department, Department of Social Services, area banks, and the general public.

Complies with all federal laws, state statutes, Board policies, administrative rules, and directives.

Minimum Education and Training Requires an Associate's degree in business administrative, human resource, and/or computer science work and four years of experience in clerical-administrative work, or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Minimum Qualifications and Standards Required

Physical Requirements: Must be physically able to operate a variety of automated office machines including computers, typewriters, calculators, copiers, facsimile machines, etc. Must be able to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) or data, people or things.

Interpersonal Communications: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments or directions from superiors.

Language Ability: Requires the ability to read a variety of correspondence, reports, personnel records, applications, procedure manuals, forms, etc. Requires the ability to prepare correspondence, reports, personnel records, schedules, forms, logs, etc. Requires the ability to speak to people with poise, voice control and confidence.

Intelligence: Requires the ability to apply rational systems to solve practical problems, and deal with a variety of concrete variables in situations where only limited standardization exists, and to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages, including personnel and insurance industry terminology.

Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.

Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination and Visual Acuity: Requires the ability to differentiate colors and shades of color; requires the visual acuity to determine depth perception, peripheral vision, inspection for small parts; preparing and analyzing written or computer data, etc.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication: Requires the ability to talk and/or hear (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone.

Performance Evaluation Criteria

Job Knowledge: Has thorough knowledge of the methods, procedures, and policies of the Human Resource Department as they pertain to the performance of duties of the Employment Specialist. Has considerable knowledge of the policies, procedures, methods, and practices associated with personnel administration, training programs and administration, and policy administration for the Human Resources Department. Has knowledge of the benefits offered by the school district. Has knowledge of Federal, State, and local laws, rules, and regulations governing personnel administration. Has knowledge of general office practices, methods, and procedures used. Has knowledge of the organization and operational policies and procedures. Has knowledge of basic accounting principles and procedures. Has knowledge of ethical guidelines applicable to the position as outlined by professional standards and/or Federal, State, and local laws, rules, and regulations. Is skilled in the use of common office equipment, including computer-driven word processing, spreadsheet, and file maintenance programs. Is able to prepare and maintain accurate personnel records. Is able to explain personnel matters to employees. Is able to make routine decisions independently in accordance with laws, regulations, and policies and procedures. Is able to analyze and interpret policy and procedural guidelines and to resolve problems and questions. Is able to maintain a high level of productivity when faced with frequent interruptions. Is able to develop and modify work procedures, methods and processes to improve efficiency. Is able to exercise considerable tact and courtesy in frequent contact with the public. Is able to exercise tact and discretion in handling confidential personnel information. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co-workers and the general public.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Specific Duties and Responsibilities."

Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends work regularly and adheres to policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time off requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self reliant and self-starting approach to meet job responsibilities and accountability. Strives to anticipate work to be done, and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur, and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction, and strives to meet the goals and objectives of it. Questions such instruction and direction when clarifications of results or consequences are justified (i.e., poor communications, variance with policy or procedures, etc.) Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.

Relationships: Shares knowledge with supervisors and staff for mutual benefit. Contributes to maintaining high morale among employees. Develops and maintains cooperative and courteous relationships inter- and intra-departmentally, and with external entities with whom the position interacts. Tactfully and effectively handles requests, suggestions and complaints in order to establish and maintain good will. Emphasizes the importance of maintaining a positive image.

Coordination of Work: Plans