Administrative Assistant – HR Specialist – Onboarding

Position Type:
Administrative Assistant/12 Month

Date Posted:
9/19/2023

Location:
Unit Office

Date Available:
TBD

Closing Date:
open until filled

McLean County Unit District No. 5

JOB DESCRIPTION

Position Title: Administrative Assistant – HR Specialist – Onboarding

Department: Human Resources

Reports to: Director of Human Resources

FLSA Class: Non-Exempt

FTE: 1.0
SUMMARY

Provide administrative support to the Director of Human Resources and Human Resources Manager, maintain the District’s employment application system, verify completion of employee paperwork, and act as resource on all new applicant related issues.

DUTIES

1. Maintain the District’s employment application system (Frontline) and monitor the applicant database.
2. Post, revise, and remove all open positions on the District’s employment application system consistent with Board policy, collective bargaining agreements, state and federal law.
3. Assist all hiring managers with Frontline and ePARs.
4. Manage and verify completion of new employee paperwork and HR processes for all regular full and part time employees and create personnel files.
5. Send deficiency notices to all new employees with incomplete personnel files.
6. Manage Employee Maintenance in Tyler for all staff.
7. Track all new employment, reemployment, transfers, transfer requests, leaves, leave replacements, contract revisions, retirements, resignations, releases, and terminations.
8. Maintain position spreadsheet and report monthly staff numbers as needed.
9. Coordinate, set up to accomidate, and possible presenting during summer and monthly orientations.
10. Maintaining calendar with daily appointments for one on one onboarding appointments.
11. Preparing, coordinating, and going over all items for a new hire during one on one onboarding appointments.
12. Facilitate and participate in the file audit conducted by the Regional Office of Education.
13. Create and update Regional Office of Education, Illinois State Board of Education and other HR reports as needed.
14. Work closely with the Payroll Department acting as a liaison at times for employees.
15. Assist with processing employee coursework information and the delivery of tuition waivers.
16. Verify licenses for all employees through ISBE. Ensuring all licenses are registered and up to date.
17. Collaborate with the Technology Department to create all email accounts for new employees and give proper technology for qualified employees.
18. Maintain all forms used by Human Resources for onboarding of new employees.
19. Cross-training to cover other HR functions within the department.
20. Perform other employment duties as requested by the Director of HR.

QUALIFICATIONS

1. High school diploma or equivalent (college degree preferred)
2. Experience in Human Resources or related support (preferred)
3. Math, data entry and computer skills including extensive knowledge of Microsoft Word and Excel and knowledge of Access, PowerPoint, Google Drive, Google Docs, Google Sheets, and Google Forms
4. Ability to assume responsibility without direct supervision, exercise initiative and judgment and maintain confidentiality is essential.
5. Excellent oral and written communication skills and attention to detail are also required.
6. Must be able to sit and type for extended periods of time.

   – Able to perform job duties at assigned work location on a regular and consistent basis.

COMPENSATION:

Fully Board Paid Medical, Dental, and Vision available.

Per the 2023-2024 Administrative Assistant (Educational Office Personnel) Salary Schedule the starting pay range is $18.30 – $20.50 and is based upon experience. Will receive $1 bonus per hour for HR work.

Application Process:

Apply on line at www.unit5.org

INTERNAL APPLICANTS WANTING TO APPLY SHOULD USE THE INTERNAL APPLICATION