Human Resources Associate

Classified - Position - Clerical - Non School-Based Job Number 3700274399 Start Date Open Date 10/01/2026 Closing Date 10/09/2026 GENERAL RESPONSIBILITIES Under the direction of a human resources specialist or coordinator, the position is responsible for providing administrative clerical support within the Department of Human Resources. The position performs a variety of functions including conducting fingerprinting of new employees, submitting information for background checks, scanning personnel paperwork, preparing contracts/employment notifications, data entry, responding to inquiries, answering phone calls and emails, providing customer service to internal and external customers, verifications of employment, and issuing ID badges. ESSENTIAL FUNCTIONS (These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.) Establish and maintain extensive electronic files utilizing; gather material from files as well as other routine reports. Research employee records to identify and correct problems. Assist applicants with completing their online applications using the division's online application system. Prepare contracts/employment notifications; ensure they are signed and scanned into the employee's electronic personnel file. Correspond with applicants, employees, other departments, and outside entities by email or phone. Assist applicants and employees with general and routine questions concerning human resources programs and processes including but not limited to, position vacancies, leave, benefits, retirement, and salary. Assist with, proof, edit, and format reports, memos, letters, and other correspondence drafted by the specialist. Assist with electronic onboarding processes and the completion of all documents necessary for new employees. Assist the specialist with personnel actions to be processed, including changes to new hires, resignations, retirements, terminations, and salary adjustments. Work closely with the specialist to receive, review, and process applications for various allowances or reimbursements. Prepare, maintain, and submit the Personnel Report for review and submission to the School Board. Schedule and facilitate fingerprinting, background checks, and I-9 verifications for new employees; schedule ID badge appointments as appropriate. Submit and follow up on information for the processing of criminal background checks and Child Protective Services background checks. Coordinate the placement of university students (i.e., observation, practicum, guidance interns, student teachers, and administrative interns). Assist with new employee orientation and various human resources-related projects and special events. Complete employment verifications and loan forgiveness requests for current and former employees. Provide support to other staff members during periods of heavy workload. Perform related work as required. KNOWLEDGE, SKILLS AND ABILITIES Ability to plan, organize, successfully complete multiple projects and special events; ability to work independently in the absence of detailed instruction; knowledge of modern office procedures, computer skills (Windows-95-97, Excel, Access, Desktop Publisher, Power Point, Mac, and Page Maker); ability to follow up on current and past assignments with timely results; ability to work under pressure and interact with people of all backgrounds with tact, courtesy and diplomacy; adept in editing and correct usage of English grammar, spelling, and vocabulary. EDUCATION AND EXPERIENCE Required: High school diploma or GED. Preferred: Some college or business school courses and experience working in an office setting. Experience working with human resources management software, ADOBE, electronic signatures, E.C.M.S., Cloud Technologies and electronic signatures. PHYSICAL REQUIREMENTS Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public using the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Frequent sitting, grasping, fingering, repetitive motion, and reaching. Occasional walking, standing, bending, stooping, balancing, and crouching. Ability to lift up to 20 pounds occasionally. Requires timely and regular adherence to established work schedules. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. SPECIAL REQUIREMENTS Possession of a valid driver's license Regular and reliable attendance is an essential function of this position. Compensation will be based on job-related creditable years of full-time, verified work experience. The entry-level rate will be awarded at the time of hire. Upon the return of employment verification forms from the candidate's current and previous employers, the rate will be adjusted if creditable full-time experience is confirmed. VBCPS offers a full range of benefits including health insurance, paid life insurance, paid sick/annual leave, tuition reimbursement, professional development and membership in the Virginia Retirement System. Human Resources Associate (Front Desk Operations) The Department of Human Resources is seeking a Human Resources Associate to support Front Desk Operations. This position serves as one of the first points of contact for visitors, applicants, and employees seeking assistance from Human Resources. The associate provides front-line customer service and administrative support while assisting with employment-related inquiries, employment verifications, employee identification badges, applicant support, and the processing and maintenance of Human Resources records. The position reports to and supports the Coordinator of Classification and Compensation. The successful candidate should be proficient in Microsoft Office products, including Excel, Word, and PowerPoint, as well as Adobe Acrobat; comfortable working with electronic records and information systems; and able to learn new systems and processes quickly while managing multiple priorities in a fast-paced environment. Key Responsibilities Specific to the Role: Serve as a front desk team member for the Department of Human Resources, greeting and assisting visitors, applicants, and employees and responding to telephone and in-person inquiries. Provide general information regarding Human Resources programs and processes, including employment opportunities and other routine employment-related matters. Process employment verifications, loan forgiveness requests, and other requests requiring confirmation of employment information for current and former employees. Issue employee identification badges and process badge replacements in accordance with established procedures; maintain and update the ID Badge Registration system. Establish, organize, maintain, and retrieve electronic files, records, and documentation supporting the work. Research employee records and information systems to identify and resolve routine issues; refer more complex matters as appropriate. Provide general guidance regarding the employment process and assist applicants with routine questions regarding the division's online application system. Receive, review, route, and process Human Resources forms, documents, correspondence, and other information in accordance with established procedures. Maintain the confidentiality of employee and applicant information and appropriately handle sensitive Human Resources records and inquiries. Provide support to Human Resources staff during periods of high workload, staff absences, and special projects, as needed. Virginia Beach City Public Schools does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation/gender identity, pregnancy, childbirth or related medical condition, disability, marital status, age, genetic information or veteran status in its programs and activities. (Reference: School Board Policies 2-33,4-4,4-6) To seek resolution of grievances resulting from alleged discrimination or to report violations of these policies, please contact the Chief Human Resources Officer at View phone number on click.appcast.io,2512 George Mason Drive, Municipal Center, Building 6, Virginia Beach, VA, 23456. Alternative formats of this application which may include taped, Braille, or large print materials are available upon request for individuals with disabilities. Call or write the Department of Human Resources, Virginia Beach City Public Schools, 2512 George Mason Drive, P.O. Box 6038, Virginia Beach, VA 23456-0038. Telephone: View phone number on click.appcast.io (voice); View phone number on click.appcast.io (TDD) or email at: View email address on click.appcast.io. #J-18808-Ljbffr