Office Assistant II - HR/Recruitment & Selection Team

ABOUT OUR DISTRICT

The Syracuse City School District is undergoing a new phase of innovation and transformation with the goal of ensuring that all students graduate high school with the skills needed to be ready for college and career. For Syracuse, all means all. The School Board and Syracuse community have charged the Superintendent with improving student achievement, and she is seeking a dedicated and diverse team of educators to partner with her in moving the district toward its goals.

The Syracuse City School District represents 35 schools and programs, including 6 high schools, 6 middle schools, 6 K-8 schools, 13 elementary schools, and 4 alternative education programs, serving approximately 19,000 students Pre-K-12. Of these students, 82.3% qualify for free or reduced-price lunch, 20.1% are served by the Office of Special Education, and 83% are students of color.


LOCATION: Central Office - Recruitment & Selection Team in Human Resources Department

DISTINGUISHING FEATURES OF THE CLASS

The work involves responsibility for independently performing complex clerical operations and administrative support tasks primarily in support of recruitment, selection, and onboarding functions within the Human Resources Department. Incumbents spend a substantial amount of time operating a personal computer and recruitment-related information systems to support applicant processing, interview coordination, data tracking, and routine communications, and the remainder of the time performing administrative tasks necessary to ensure the efficient workflow of recruitment operations.

Incumbents work under general supervision, receiving detailed instructions only where policies or procedures have not yet been established. This class differs from that of Office Assistant I by the increased level of responsibility, the extensive use of computerized systems and databases, and by functioning as lead clerical support for recruitment and hiring activities. The incumbent performs related work as required.

TYPICAL WORK ACTIVITIES

• Enter, retrieve, verify, and maintain applicant, vacancy, and hiring data using recruitment and human resources software systems.
• Use word processing, spreadsheet, database, and applicant tracking systems to produce recruitment-related correspondence, forms, reports, and tracking documents.
• Serve as a primary point of contact for applicants, candidates, school administrators, and department staff regarding recruitment processes, interviews, and hiring timelines.
• Answer telephones and electronic inquiries; provide routine recruitment-related information; take messages; and route calls or requests appropriately.
• Greet applicants and visitors and provide assistance related to interviews, hiring events, or onboarding activities.
• Create, maintain, and update electronic and paper files related to job postings, applicant pools, interview materials, hiring documentation, and correspondence.
• Coordinate and monitor shared recruitment inboxes and the flow of information between Human Resources, schools, vendors, and external partners.
• Schedule, confirm, and coordinate interviews, meetings, and recruitment activities; maintain calendars related to recruitment and selection.
• Prepare, type, and distribute interview materials, agendas, meeting notes, recruitment flyers, event materials, routine correspondence, and reports.
• Assist with the preparation and processing of hiring packets, forms, and documentation in accordance with established procedures and timelines.
• Open, route, and distribute recruitment-related mail, applications, and materials; prepare routine responses as appropriate.
• Review documents for accuracy, completeness, formatting, grammar, and compliance with established standards; recommend corrections when needed.
• Operate office equipment such as copiers, scanners, phones, and printers; coordinate service or repairs as needed.
• Assist with the tracking of recruitment metrics, timelines, and activity logs to support reporting and monitoring of recruitment processes.
• Order recruitment supplies and materials; maintain inventory for events and daily operations.
• Provide clerical support for recruitment events, job fairs, and meetings, including preparation of materials and logistical coordination.
• Establish clerical work routines and assist with coordinating the daily workflow of clerical tasks related to recruitment.
• Arrange meeting spaces, conference logistics, and travel reservations related to recruitment activities as assigned.
• Enter requisitions for vendor payments including local colleges for our career ladder programming.
• Maintain interview notes and records.

(Illustrative only; duties may vary)

FULL PERFORMANCE KNOWLEDGE SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

• Good knowledge of general office terminology, procedures, equipment, and clerical techniques.
• Good knowledge of administrative and office procedures related to recruitment, recordkeeping, scheduling, and document management.
• Good knowledge of proper grammatical usage, punctuation, and spelling.
• Good knowledge of customer service principles and practices, particularly when interacting with applicants, candidates, and internal stakeholders.
• Skill in using email, word processing, spreadsheet, database, and applicant tracking software.
• Ability to communicate effectively, clearly, and courteously, both orally and in writing.
• Ability to understand and follow complex oral and written instructions and established procedures.
• Ability to maintain confidentiality and accuracy when handling applicant and personnel-related information.
• Ability to make minor decisions in accordance with established policies, procedures, and regulations.
• Ability to assign, guide, and review clerical work to ensure efficiency, accuracy, and timeliness.
• Ability to establish and maintain effective working relationships with coworkers, supervisors, administrators, and the public.
• Ability to perform arithmetic computations and tabulations accurately and with reasonable speed.
• Ability to manipulate an alphanumeric keyboard to produce correspondence, reports, spreadsheets, and other documents with a high degree of accuracy and within required timeframes.

MINIMUM QUALIFICATIONS

PROMOTIONAL


Two (2) years of permanent competitive class status as an Office Assistant I; OR,

Three (3) years of permanent competitive class status as a Typist I or Typist I (Spanish Speaking).

OPEN COMPETITIVE


(A) Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an Associate's Degree, or higher, and two (2) years of full-time paid experience, or its part-time equivalent, which involved the operation of a computer for word-processing, database, or spreadsheet applications; OR,

(B) Graduation from high school or possession of a high school equivalency diploma and three (3) years of full-time paid experience, or its part-time equivalent, which involved the operation of a computer for word-processing, database, or spreadsheet applications.

• This position will be hired provisionally . All candidates must meet the minimum qualifications on the Onondaga County Civil Service job description for this title. When the exam for this title is offered, the successful candidate must pass the exam and be reachable on the resulting eligibility list, in order to be retained.
• The successful candidate will be required to pass a fingerprint-based background check, at the cost of $102.50 to the candidate.
• City Residents are encouraged to apply!

WORKING HOURS:

This position will work 40 hours per week, 12 months per year. This position is full-time. This position is non-exempt.


SALARY/COMPENSATION:

The current starting salary for this position is $60,579 per the Unit 3 contractual agreement

The Onondaga County Civil Service job description can be viewed by clicking here .
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