HR Coordinator - Position Control and Customer Service Support

Job Description

Job Description

ROLE AND PURPOSE:

The HR Coordinator - Position Control & Customer Service Support coordinates the district's position headcount and financial accountability systems, staffing, and SBEC certification functions to ensure the integrity of personnel data supporting budgeting, payroll, staffing, PEIMS reporting, and state reporting requirements. The position serves as the district's subject matter expert for position control and employee certification records by monitoring and maintaining accurate personnel information, analyzing staffing data, and providing technical guidance to district administrators, campuses, and Human Resources staff. The coordinator collaborates with Human Resources, Budget, Payroll, and other departments to support efficient HR operations and ensure district procedures and applicable state and federal requirements are followed.

QUALIFICATIONS: 

Education/Certification:

• Bachelor's degree from an accredited institution in Human Resources, Business Management or equivalent
• Related master's degree (preferred)
• Professional in Human Resources (PHR) (preferred)

Experience:         

• Four (4) years of office administrative and/or database maintenance experience required
• Functional experience in Excel required
• Project management experience and data analysis preferred
• Previous experience in human resources or financial controls preferred

SPECIAL KNOWLEDGE/SKILLS:

• Human Resources Information Systems experience preferred
• Knowledge of accounting, finance, auditing and PEIMS preferred
• In-depth knowledge of State certification requirements preferred
• Previous K-12 experience and knowledge of human resources and position management practices preferred

MAJOR RESPONSIBILITIES AND DUTIES:  

I. POSITION CONTROL MANANGEMENT:

• Manage position control system and maintain accurate information on the database for compilation of data for reporting purposes.
• Receive and process all personnel requisitions including reconciling vacancies with approved staff allocations, verifying accuracy, and adding positions as directed. Identify and resolve inconsistencies.
• Enter/maintain position and statistical data concerning staffing changes, including new hires, reassignments, salary changes and separations.
• Monitor staffing levels on an ongoing basis and accurately track separation and vacancy data.
• Ensure the accuracy of employee headcount and position control number (PCN) setup, including budget account codes, PEIMS codes, and any other components of PCNs.
• Allocate and account for all staffing levels for campuses and departments.
• Coordinate and lead meetings with various departments and campuses to align position control, staffing and budgeting.
• Ensure position control information is accurate in coordination with Human Resources and the Budget Department.
• Maintain historical staffing records and documentation supporting personnel actions.
• Develop and maintain procedures related to position control administration.
• Create ad hoc reports and execute established job submissions and reports.

II. CERTIFICATIONS AND CUSTOMER SERVICE SUPPORT:

• Manage and monitor employees' SBEC certification in accordance with State law.
• Monitor State certification requirement changes and communicate these changes as necessary.
• Maintain years of experience and ensure accuracy as it relates to the Teacher Retention Allotment (TRA).
• Support with the maintenance of the District's appraisal and professional development portal, including troubleshooting for supervisors / staff as well as handling requests for professional learning records and information.
• Support HR Customer Service division with processes, including but not limited to verifications of employment, service records, employment separations, and reassignments.
• Receive frequent incoming calls from a variety of personnel on a broad range of subjects and provide consultant services toward problem resolution.
• Perform other duties and responsibilities by assisting department, or as may be necessary for job effectiveness.

III. OTHER DUTIES:

• Provide guidance to supervisors and administrators on communicating personnel actions and HR processes in a professional, respectful, and consistent manner.
• Coach and provide support to administrators on conducting difficult workplace conversations related to routine personnel matters, including position changes, transfers, leave, certification requirements, and employment processes.
• Collaborate with the HR Partner or Employee Relations team on complex personnel matters requiring formal employee relations support.
• Other duties as assigned by the Director of Human Resources - Customer Service, or their delegate.

IV. SUPERVISORY RESPONSIBILITIES:

• None 

V. EQUIPMENT & SOFTWARE SKILLS:

• Personal computer, printer, fax machine, copier, scanner, and calculator.
• Microsoft Office applications (Word, Outlook, Excel, PowerPoint, One Drive, etc.)
• Google Suite applications (Docs, G-Mail, Sheets, Slides, Drive, etc.)

VI. WORKING CONDITIONS:

MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment including computer and peripherals; standard instructional equipment.
• Posture: Moderate standing; occasional kneeling, squatting, bending, and stooping
• Motion: Moderate walking
• Lifting: Regular light lifting and carrying (less than 15 pounds)
• Environment: Work inside in an office area in close proximity to others
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress, with frequent interruptions.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.