IRVING INDEPENDENT SCHOOL DISTRICT

Job Description

JOB TITLE: HR Staffing Assistant

WAGE/HOUR STATUS: Non-Exempt

FUNDING SOURCE: Local

REPORTS TO: HR Coordinator of HRIS Operations & Strategic Staffing

PAY GRADE: Paraprofessional 060

DUTY DAYS: 230

DATE REVISED: June 2024

This position is eligible for a Letter of Assurance.

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PRIMARY PURPOSE: Responsible for preparing and processing all documents necessary to maintain accurate and complete employment records for personnel as assigned. Goals are achieved by supporting the vision, leadership, planning, project coordination, and management for HRIS Operations while concurrently facilitating efficient operations to meet current and future business needs within the Division of HR & Employee Services under the direction of the Senior Executive Director of HR & Employee Services and in direct support of the functions of Director of HRIS Operations, Compensation & Strategic Staffing.

Qualifications

Minimum Education/Certification:

• High School Diploma or GED
• Notary Public Commission or ability to obtain upon hire
• Bilingual proficiency English/Spanish, preferred
  
  

Special Knowledge/Skills

• Knowledge of laws, regulations, and programs specifically related to human resources management
• Knowledge of applicable federal and state employment laws and regulations
• Knowledge of HR practices and principles
• Knowledge of an HR documentation system
• Customer service skills with the ability to work collaboratively with organizational teams
• Strong analytical and problem-solving skills, with attention to detail
• Skill and knowledge in the collection, analysis, and determination of the relative market value and institutional application of quantitative salary and benefit survey data
• Effective communication skills to communicate with all levels of employees both verbally and in writing, including top management, sufficient to provide information, interpret policy, and to justify and persuade others
• Skill in writing concise, logical, analytical reports and notes to justify compensation and benefits recommendations and decisions
• Skill in computing rates, ratios, and percentages in gathering and applying salary and benefits data
• Ability to interpret and disseminate insurance and benefits information to individuals and groups
• Knowledge of the administration of property and casualty programs
• Knowledge of voluntary retirement plans
• Knowledge of Leave of Absence principles, including ADA accommodation
• Knowledge of Texas Unemployment rules
• Ability to conduct on-site safety inspections of all district facilities
• Ability to develop and implement action plans to address unique and unusual issues within compensation and benefits disciplines.Ability to work in a diverse environment with students, faculty, and staff.
• Ability to exercise judgment in decision-making
• Ability to effectively utilize and manage district human resources software systems, spreadsheets, and database programsKnowledge of personnel records systems
• Strong organizational skills and ability to work independently
• Exceptional interpersonal skills
• Exceptional oral and written communication skills
• Demonstrated ability to work in a team environment
• Ability to handle confidential information with discretion
• To perform this job successfully, an individual must satisfactorily perform each essential duty.
  
  

Minimum Experience

• At least one year of successful experience as a school administrator (Preferred), OR
• At least one year of successful human resources staffing, employee relations, and/or recruitment experience in a public school system or government agency (Preferred), OR
• Demonstrated commitment to providing exceptional service to both internal and external customers.
  
  

Major Responsibilities And Job Duties

Organizational Development and Improvement

• Focus efforts of the department toward the accomplishment of the district mission, vision, core values, district goals and strategic priorities.
• Assist in identifying, supporting, and executing strategies to support the attainment of annual improvements for the department, division, and district.
• Assist principals and department managers in identifying and recruiting quality applicants for vacant positions.
  
  

Talent Acquisition/Management

• Assist in the execution of the district recruitment strategy and assist the Senior Executive Director of HR & Employee Services with the implementation of best practices across campuses and departments to achieve the recruitment and retention goals of the District Improvement Plan.
• Assist in planning and participation at internal and external recruitment events with universities and other organizations; as well as work with broader stakeholders to facilitate participation in such events.
• Analyze data trends and metrics in relation to recruiting & retention.
• Support the efforts of the human resources department in defining personnel needs regarding instructional management.
  
  

School/Organizational Climate

• Provide clear, consistent, and positive communication, guidance, and support to candidates and prospects as well as current employees.
• Articulate the district's mission and goals to the community and solicit its support in realizing the mission.
• Participate in community activities, to the extent feasible and appropriate, that foster rapport and mutual respect between the district and the community
• Conducts interviews of employees during investigations as needed.
• Collects relevant evidence related to investigations as needed.
• Assist the Senior Executive Director of HR & Employee Services with programs promoting employee retention and development as needed.
• Communicate effectively with staff, district employees, community, and the school board in verbal, written, and other formats.
  
  

Personnel Management

• Process recommendations for employment and/or transfers of assigned employees, including initiating salary recommendations for review and approval.
• Manage ongoing collection, organization, and storage of updated job descriptions for the District’s professional and paraprofessional positions.
• Develop and post/advertise vacancy notices for assigned professional and paraprofessional positions.
• Assist the Director of Human Resources by monitoring and providing appropriate follow-up to hiring managers when any development or revision of campus or department’s job descriptions for assigned personnel is required.
• Assist in responding to requests for information under the Texas Open Records Act as it relates to personnel records and other records in general administration.
• Assist the Director of Human Resources with position control by maintaining, preparing, and/or collecting statistical data or other information to complete and/or conduct surveys and prepare and file reports related to the functions of the human resources department and general administration.
• Assist the appropriate Director of Human Resources with position control by maintaining, preparing, and regularly auditing personnel records and documentation from staffing in a consistent manner related to the functions of the human resources department and general administration.
• Coordinate and organize all technology-related personnel functions in a consistent manner including, but not limited to, electronic records management, website management, and criminal records checks.
• Assist in coordinating the district employment application tracking system.
• Accumulate data tracking for personnel actions and prepare regular staffing and vacancy reports.
  
  

Records, Reports, and Correspondence

• Supervise professional personnel records and oversee compliance with state and local records requirements.
• Work collaboratively with district records administrators and respond to requests for information.
• Update and verify service records as needed.
• Compile & generate reports required by state and federal agencies.
• Prepare and distribute correspondence, forms, certification addendums, and letters of intent.
  
  

Administration and Fiscal/Facilities Management

• Maintain an accurate accounting of budgeted positions in the district through position control functions.
• Manage position control to ensure consistency and validity; as well as assist PEIMS staff as needed.
• Support Senior Executive Director of HR & Employee Services and Directors of Human Resources with technology-related human resource functions, including website management and electronic records.
• Maintain ongoing knowledge of all state and federal personnel laws and regulations and district policies to ensure compliance with HR systems and processes for hiring and staffing at all times.
  
  

Benefits

• Support projects designed to support Benefits and Risk Management, loss control, and safety program functions: Healthcare, COBRA, Workers’ Compensation, Unemployment Compensation Benefits, 403(b), 457 Non-Classified, TRS, 125 Cafeteria, Long-Term Disability, Life Insurance, Catastrophic Leave Bank, Student Accident/Athletic Insurance, Property/Casualty, Loss Control, and Automatic Deposits/Pay Cards.
• Assist in development and refinement of absence management programs, including Family and Medical Leave (FML), to ensure administration according to applicable federal/state laws and district policies.
• Assist in the administration of employee benefit programs, such as medical, dental, life, and disability insurance plans, as well as 403(b) and 457(b) retirement plans, to ensure programs are current, competitive, and compliant with legal requirements.
• Assist in the design and development of tools to assist employees in benefits selection and to guide managers in benefit information dissemination to assist their employees.
• Support management of components and strategies within the total compensation package ie ELEVATE, Grow with Irving, Course & Certification Reimbursements, etc.
  
  

Risk Management

• Advise upper management on issues related to loss exposure and accompanying risk to assets and employees. Recommend strategies to reduce risk and loss exposure and related costs.
• Support analysis of workers’ compensation, unemployment, property and casualty, liability, automobile, and student insurance policies in the District, and assist in sound recommendations for selecting insurance brokers and carriers.
• Identify, develop, coordinate, and conduct training programs related to safety, driving, incident investigation, and risk management for district employees.
• Support in management of workers’ compensation claims and programs, including loss trends, utilization reviews, return to work, and light duty programs.
• Support in management of unemployment claims; serve as district representative for Texas Workforce Commission and Texas Workers’ Compensation Commission hearings as needed. Manage claims or work in defense and settlement of claims against the district as needed.
  
  

SUPERVISORY RESPONSIBILITIES: Provides evaluative feedback on HR staffing assistants’ professional development needs as requested by supervisory personnel.

Working Conditions

Mental Demands/Physical Demands/Environmental Factors: Ability to communicate effectively (verbal and written). Travel within district and state; occasional out-of-state travel. Seasonal driving school or rental vehicles to recruiting sites.

Tools/Equipment Used: Computer

Posture: Long periods of standing, pulling, repetitive hand motions. Prolonged sitting. Prolonged use of computer.

Motion: Frequent walking; repetitive computer work with frequent use of hands and wrists

Lifting: Moderate lifting and moving of materials

Environment: Occasional prolonged and irregular hours.

Mental Demands: Work with frequent interruptions, maintain emotional control, and exercise reasoning and problem-solving skills while under stress. Must demonstrate the ability to communicate effectively (verbal and written). Should be able to interpret procedures and analyze data for decision-making. Respond to emergency situations and think clearly, as needed.

Safety: Contribute to the prevention of accidents and injuries by observing safety rules and District policy, practicing the principles and skills taught in safety training, wearing personal protective equipment as required, reporting injuries and incidents immediately to the supervisor, and being proactive in the ongoing efforts to improve and maintain workplace safety.

The information in this job description is for compliance with the Americans with Disabilities Act (ADA). Preceding statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Reasonable accommodations may enable individuals with disabilities to perform the essential functions.

This is an in-person position. Work from home is not allowed unless approved by the Superintendent.

This document describes the general purpose and responsibilities assigned to this job. It is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.