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Human Resources Specialist

Job Description


LOCATION: Educational Service Center

This position provides secretarial/technical support for the Human Resources Office. Responsibilities include establishing and maintaining confidential personnel records; reviewing all application materials for “Highly Qualified” status per No Child Left Behind regulations; evaluating clock hour transcripts; managing Bloodborne Pathogen Exposure Incident procedures; maintaining/training Substitute OnLine System; providing orientation for all new certificated substitute teachers and preparing and submitting personnel action forms to the Payroll Department.

Reports to Human Resources Manager


  1. Processes all certificated applicant materials, verifying candidate has required endorsement(s) for the open position prior to principal/screening team review. Completes a variety of required forms to determine whether or not the candidate meets No Child Left Behind Highly Qualified status for each core subject to be taught. Determines through this process which candidates may be interviewed and pulls file(s) for review. Attends NCLB workshops as necessary.
  2. Evaluates and records clock hours which will be used to place employees accurately on the teacher salary schedule. Verifies Credit Approval form is received, signed and in place for auditing purposes.
  3. Notifies staff in a timely manner of their certificate expiration date. Directs staff on where and how to renew certificates; serves as liaison with OSPI and OESD to ensure all certificated staff have valid certificates prior to the first day of school. Records and enters certificate information in data base. Keeps knowledgeable of current state certification requirements.
  4. Provides orientation for all new substitute teachers/ reviews file to ensure all required district, state and federal paperwork is provided, certificate is current; verifies background check is complete. Sends Sexual Misconduct Disclosure Release forms to all prior school districts in and out of state; provides each substitute required district policies; Substitute Teacher Guidelines and Substitute OnLine information.
  5. Coordinates the Substitute OnLine maintenance to include entering new employees and substitutes, assigns passwords; updates all changes to staff and substitutes currently on the system. Provides training to new hires, building staff and substitute employees. Provides backup for Substitute Caller.
  6. Assists with answering questions regarding credits and salary placement. May assist or sign up new employees as needed.
  7. Prepares and distributes all certificated job postings according to contract language; submits for inclusion on our district web page.
  8. Prepares and sends out Reasonable Assurance forms to all certificated substitutes to comply with unemployment compensation procedures.
  9. Liaison contact for Bloodborne Pathogen exposure incidents. Provides required packets used to document the incident, schedules debriefing meetings with designated administrators and school nurse. Coordinates with appropriate personnel to ensure all required paperwork has been submitted.
  10. Processes employment verification forms received from other districts for previous employees. Provides copies of transcripts, clock hour forms and sick leave balance  as requested.
  11. Processes required forms for National Board Certified teachers; issues Personnel Action forms and contracts. Submits forms to OSPI for reimbursement from the state.
  12. Tracks all certificated and administrative contracts; sends duplicate copy to employee if not received back in a timely manner.
  13. Maintains confidential personnel records for district employees and applicants. Enters personnel data in computer; processes certificated personnel actions including forms for new hires; terminations, salary schedule changes, assignment or budget code changes; submits to Payroll Office by scheduled deadlines.
  14. Assists in proofreading state and district reports dealing with salaries and other personnel information. Duplicates materials as needed.
  15. Responsible for ordering required Labor Law posters and distributes to each building or department in the district.
  16. May arrange interviews by contacting applicants; scheduling interview rooms; providing schedules and interview questions.
  17. Answers telephone; provides information concerning salary schedules, FMLA, shared leave, current openings, application procedures and other personnel information. Routes calls to other staff members, takes messages. Types correspondence and memorandum including personnel section of Board backup when needed; surveys; distributes copies as needed.
  18. Performs other related duties as assigned.

Office environment; experiences frequent interruptions; expected to meet inflexible deadlines; requires visual concentration to detail, dexterity and precision. Exposure to visual display terminals. Requires dealing with upset or angry applicants, employees and the general public.


FLSA: Covered


Education and Experience:
High school graduation and five years increasingly responsible secretarial experience with demonstrated strong computer skills in word processing, spreadsheets and database software. Ability to maintain detailed and accurate records. Human Resources experience preferred. Knowledge of school district policies and procedures preferred.

Knowledge, Skills & Abilities

  • Demonstrated ability to maintain strict confidentiality.
  • Confidence and ability to work independently with minimum supervision, to anticipate needs and work productively on projects and deadlines.
  • Ability to work efficiently and effectively under pressure in a fast paced and ever changing working environment.
  • Demonstrated ability in customer service skills and maintain effective working relationships with staff and the general public.
  • Ability to calmly and diplomatically deal effectively with irate and angry applicants or the general public; ability to problem solve.
  • Proficient in keyboarding.
  • Knowledge of state, federal and district employment practices procedures and guidelines.
  • Ability to perform complex projects and assignments and prepare detailed reports.
  • Ability to organize and set priorities, attend to detail and follow a wide variety of tasks through to completion.
  • Ability to provide direction and training to other staff.
  • Knowledge of correct grammar, spelling and English usage.
  • Ability to attend to detail and follow tasks through to completion.
  • Skill in operating a variety of office equipment.
  • Effective oral and written communication skills.
  • Ability to maintain accurate records and mathematical computations.
  • Ability to set up and maintain accurate confidential filing system.

Licenses/Special Requirements:

Updated: 2013