Personnel Administrative Assistant

Personnel Administrative Assistant

Qualifications: High school diploma required. Two to three years of clerical or administrative support experience is required. Preferred qualifications include prior experience in a Personnel or Human Resources setting, with demonstrated knowledge of confidential file management, employee records processing, and office workflow coordination.

Reports To: Director of Human Resources

General Summary:

Delivers high-quality administrative support within the Personnel Department, with a strong focus on customer service, workflow efficiency, and operational accuracy. Responsibilities include greeting and assisting staff and visitors with professionalism and discretion, managing correspondence and reports, organizing and maintaining employee records, coordinating schedules and appointments, processing internal and external communications, and entering and updating personnel data. Plays a key role in optimizing daily office operations to ensure responsive, efficient service to employees and stakeholders.

Performance Responsibilities:

• Provides direct administrative support to the Director of Personnel, ensuring efficient office operations, effective communication, and timely completion of assigned tasks.
• Manages employee onboarding processes, including meeting with all new employees to complete required documentation, initiating background checks for employees and volunteers, verifying employment, and creating and maintaining personnel files.
• Maintains accurate employee records and databases, including entering personnel data, updating certifications, posting open positions and job descriptions, and processing employment action forms.
• Processes confidential personnel documents, such as contracts, letters of intent, FMLA paperwork, and separation notices, ensuring accuracy, compliance, and timely distribution in accordance with state and federal laws.
• Communicates with internal departments such as Payroll, Benefits, and Finance to coordinate actions related to hiring, separations, compensation changes, and employee status updates.
• Assists with the preparation of annual contract information and employee letters of intent, maintaining confidentiality and attention to detail.
• Supports personnel recruitment efforts, including assisting with annual recruitment events and other department-led initiatives as requested.
• Assists in the development, implementation, and ongoing evaluation of Personnel Department office procedures, identifying opportunities for increased efficiency and improved workflow.
• Composes and prepares departmental correspondence, reports, meeting materials, and data summaries using appropriate formatting, tone, and software applications.
• Maintains organized systems for filing, recordkeeping, and digital data management, including personnel files, departmental logs, and spreadsheets used for tracking compliance and employee status.
• Serves as liaison between the Personnel and Payroll departments, ensuring consistent and accurate flow of information related to employee compensation and employment changes.
• Screens, routes, and responds to incoming communications, including phone calls, emails, and mail; provides prompt, courteous, and accurate information to employees, applicants, and the public.
• Coordinates scheduling for meetings and appointments, including preparation of agendas, materials, and conference or travel arrangements as needed.
• Orders and maintains inventory of departmental office supplies and equipment, ensuring availability of essential resources.
• Provides clerical support to departmental colleagues as needed, including rotating front desk coverage, supporting other personnel staff during high-volume periods, and cross-training as appropriate.
• Performs basic bookkeeping tasks, including processing invoices, reimbursement requests, and preparing expense reports in accordance with district procedures.
• Maintains confidentiality in all interactions and tasks, upholding professional standards and legal requirements in handling sensitive employee information.
• Interacts and communicates effectively with district staff, school personnel, external agencies, vendors, and the general public, modeling professionalism and service-oriented behavior.
• Operates standard office equipment, including computers, printers, scanners, and calculators, with proficiency in relevant software platforms.
• Performs other related duties as assigned, supporting the mission and goals of the Personnel Department and District Five.

Working Conditions:

Conducts duties in an office environment with no significant exposure to environmental conditions. Requires ability to work under a degree of stress related to duties that required constant attention, and meeting deadlines. Physical demands are restricted to office work requiring lifting/moving of items up to 25 pounds. Job requires the operation of standard office equipment. Nature of job requires frequent use of computer and monitors for long durations.

Salary: General Salary Schedule (235 Days)

Disclaimer Statement:

This job description is not intended as a complete listing of job duties. The incumbent is responsible for the performance of other related duties as assigned/required.

Statement of Non-Discrimination:

Spartanburg School District 5 does not discriminate on the basis of race, sex, color, religion, national origin, age, handicap or veteran status in the provision of educational opportunities and benefits in compliance with Title VI and Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the employment provisions (Title I) of the American with Disabilities Act of 1990, Age Discrimination and Employment Act, and all other applicable civil rights laws.