Specialist - HR Personnel Services
Waco ISD

Please contact the district or school with any questions regarding this position.
Job Title: Specialist - HR Personnel Services               
Wage/Hour Status: Non-exempt/At-Will
Reports To: Executive Director – Human Resources
Pay Grade/Days: 207/226 Days
Dept./School: Administration Building     
Date Revised: April 2023
 
 
Primary Purpose:   
Assist in the implementation of human resource programs to include vacancy control, staffing, and employee communications for all levels of personnel. Process I-9 forms and subscriptions to the State Board of Educators clearing house criminal history database. Under direct supervision provide customer service, information, and feedback to district employees and community.  Oversee the receipt and maintenance of all personnel documents and scans all hardcopy documents into the paperless document management system. Provides assistance to administrators for the efficient operation of the human resources office.
 
Qualifications:           
Education/Certification:
High School Diploma or GED

Special Knowledge/Skills:
Proficient computer and file maintenance skills
Knowledge of general office equipment
Advanced knowledge of computer software including Microsoft Word, Excel, and PowerPoint
Excellent organizational, communication, and interpersonal skills
Ability to follow written and oral instructions
Ability to work harmoniously with co-workers, subordinates, and supervisors in a team environment
Ability to multi-task
Ability to speak, write, and understand Spanish (Preferred)

Experience
One or more years in clerical and file maintenance experience

 
Major Responsibilities and Duties:
  1. Process all resignations and retirements.
  2. Post job vacancies and ensure postings are removed when positions are filled.
  3. Maintain physical and computerized departmental files and assist with the scanning of personnel records to support the department’s paperless initiative.
  4. Enter and update employees’ information in the Human Resources Information Systems.
  5. Process written and phone employment verification requests for district employees.
  6. Prepare and maintain employee service records for administrative, professional, paraprofessional, and auxiliary personnel, including verification of years of service.
  7. Maintain employee I-9 files according to federal law.
  8. Assist with the preparation of materials for applications, recruiting, stuffing envelopes, etc.
  9. Assist external, internal, and volunteer applicants with the online application process.
  10. Answer phones and assist customers as needed in a friendly, professional manner.
  11. Assist current and past employees with the TEAMS Employee Service Center.
  12. Create new employee badges at New Employee Orientation/Onboarding.
  13. Maintain a professional relationship with colleagues and applicants
  14. Participate in staff development activities to improve job-related skills.
  15. Support the Assistant Director of Human Resources with keeping up to date records of District teacher and paraprofessional SBEC records.
  16. Process and complete new employee fingerprints.
  17. Process all district volunteer applications and clear all background checks.
  18. Process change of address and name changes.
  19. Provide clerical assistance as needed.
  20. Use effective communication skills to present information accurately and clearly.
  21. Ensure confidentiality regarding all personnel matters.
  22. Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
  23. Greet and direct human resources visitors to the appropriate staff.
  24. Sort, distribute, and deliver mail, messages, and other documents to appropriate staff and departments.
  25. Assume responsibility for maintaining appearance of reception area.
  26. Perform general office duties including faxing, copying, scanning and filing.
  27. Perform other duties as assigned.
 
Working Conditions:
           
Mental Demands/Physical Demands/Environmental Factors: 
Maintain emotional control under stress, work with frequent interruptions.  Tight timeline pressures; hectic pace; working on several projects at once; working with diverse population.  Constant contact by phone and in person with the public and school district employees.  Continuous sitting, standing, bending, stooping and wrist flex extension.  Administrative office environment.  Occasional overtime required.

 
Note:  This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job.  This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment.  The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.