Human Resources Clerk

Position: Human Resources Clerk Reports to: Superintendent of Schools Term: Part-time, 5 hours a day (261 days/year) Salary Range: $27 - $30/hour Position Description: The Human Resources Clerk provides comprehensive administrative and clerical support to the Superintendent and Business offices. This role ensures efficient daily HR operations, maintains accurate and compliant employee records, and delivers responsive service to district staff. The HR Clerk plays a vital role in supporting the full employee lifecycle-including posting, onboarding, tracking certification/licensure, managing system access, and maintaining compliance with district, state, and federal requirements. Major Responsibilities: Hiring, Onboarding & Offboarding Support • Recruitment Support: Post and advertise for all open positions across the district; receive, process, and track incoming applications. Manage School Spring, Indeed, newspapers and other sites • Pre-Onboarding: Prepare and send out comprehensive hiring packets to selected candidates. Set up all new hires in Frontline Central, sending out specialized introductory emails, collect and process CORI & Fingerprinting • New Hire Onboarding: Troubleshoot and manage new employees to guide them through the onboarding process, supervise the complete preparation of all required human resource forms, and ensure completion of the mandatory online Massachusetts State Ethics Training, conflict of interest, GCN, Ethics. Ensure keys, technology , email, gradebook and emergency contact info is in place • System Provisioning: Set up all new hires in Frontline Central, sending out specialized introductory emails. • Background Screening: Process and track Criminal Offender Record Information (CORI) and national Criminal History Record Information (CHRI / fingerprinting) requirements. Substitute Teacher Management & Support • Roster Maintenance: Maintain up-to-date substitute teacher applications, compliance files, and active rosters. • Substitute Profile Optimization: Work closely with substitute teachers to ensure proper system configurations within the absence management platform, including tailoring profiles for: • Assist Subs with updating specific schools/buildings they wish to work in. • Assist Subs with updating specific days of the week they are available or unavailable. • Setting up preferences on how to toggle the automated calling/notification function on and off. HR Administration & Records Management • Database Management: Enter comprehensive personnel data for all new employees into Admin+; maintain, update, and audit data for existing employees within the system to ensure absolute accuracy as also required by DESE and EPIMS Reporting. • Personnel Files: Maintain highly organized and confidential personnel files for all active and inactive staff members in accordance with legal retention schedules. • Employment Verifications: Process all employment and wage verification requests for current and former employees. • CORI & Fingerprinting: Review and track file to keep all up to date • Staff • Volunteers Contract, Leave • Employment Agreements: Process, track, and distribute official employment agreements for all district personnel. • FMLA & Leaves: Track and compose formal leave of absence letters and documentation in strict accordance with the Family and Medical Leave Act (FMLA). Collaboration & Liaison Roles • Business Office Liaison: Serve as the central communication link to the Business Office regarding all staff changes, including new appointments, salary adjustments, resignations, and retirements. • Legal Liaison Assistants: Assist with contact with the district's legal staff to clarify, research, or pursue specific employee-related issues as directed. • General Support: Answer phones, respond to staff inquiries, manage HR correspondence, and assist with special district projects and audits. General Office Duties • Filing • Other duties as assigned by Superintendent or Director of Business & Operations Qualifications: Required: • High school diploma or equivalent required; Associate or Bachelor's degree preferred. • Prior administrative or clerical experience required, preferably in a public school district or municipal government setting or Human Resource Background. • Strict commitment to confidentiality and the ability to handle highly sensitive personnel information with absolute discretion. • Strong organizational skills with a high level of attention to detail and data accuracy. • Proficiency with Google Workspace and standard office productivity tools. • Ability to manage multiple competing priorities in a fast-paced environment. Preferred Attributes: • System Familiarity: Direct experience utilizing Admin+, Frontline Central, Googledocs, Excel and Word preferred. • Regulatory Knowledge: Familiarity with Massachusetts DESE licensure rules, FMLA regulations, and CORI/CHRI background check processing Preferred. • Interpersonal Skills: A customer-service mindset with a calm, helpful, and collaborative demeanor (especially when things get "district urgent" on a Monday morning). Physical/Mental Demands: Mental/Physical Demands: Requires high-level cognitive processing, exceptional conflict-resolution skills, and the resilience to handle continuous, unpredictable stressors. Must be capable of walking extensive campus distances daily and standing for prolonged periods during supervision. The role demands the flexibility to alternate between sedentary office tasks and prolonged standing during student supervisions and school events. Administrators must be capable of a rapid physical response to campus emergencies and possess the physical stamina to fulfill extended evening and weekend work obligations. This position requires the physical capacity to routinely traverse large, multi-acre school campuses and multi-level facilities to maintain a visible leadership presence. Requires the physical and mental stamina to manage extended work hours, evening obligations, and rapid responses to building emergencies. Work is performed in an educational environment. The majority of the work is performed in a moderately noisy environment with frequent interruptions. The employee must possess the auditory and visual acuity to continuously monitor student behavior and safety. The role demands continuous mental alertness, high-level organizational skills, and the psychological resilience to handle challenging interpersonal dynamics on a daily basis. The Gill-Montague Regional School District prohibits discrimination on the basis of race, color, sex, gender identity, sexual orientation, religion, disability, age, genetic information, military status, ancestry, or national origin. We are committed to providing equal access to all programs and activities for all students, including those who are homeless or have limited English proficiency.