Position Type:
Secretarial/Clerical/Clerical

Date Posted:
5/3/2021

Location:
MADISON COUNTY SCHOOLS CENTRAL OFFICE

Date Available:
06/08/2021

Closing Date:
05/14/2021

Job Description: Human Resources Specialist
Assignment: Certified Staff and Classified Staff
Reports To: Director and Assistant Director of Human Resources
FLSA: Non- Exempt
Full Time Position: 230 days
Salary: To Be Determined

POSITION SUMMARY
This position functions as support to the Human Resources Department. The HR Specialist handles a variety of confidential personnel records and must have excellent customer service skills, all while focusing on the employee's related functions. They tend to clerical tasks such as writing correspondence, answering telephone calls and scheduling appointments.
One of the most important parts of an HR Specialist's job is maintaining personnel records. This involves keeping track of confidential information like employees' performance reviews, onboarding information, and salary information.
HR Specialists may also help with the recruiting process. This could include posting job announcements and informing people of their acceptance or rejection for the job for which they applied.
QUALIFICATIONS
Associate's degree or Bachelor's degree (preferred)
Minimum of five years of experience in an office setting (preferred)
Effective communication skills
Experience in public school setting (preferred)
Exceptional computer/software skills
ESSENTIAL DUTIES AND RESPONSIBILITIES
To effectively perform the duties of a Human Resources Specialist, individuals must be able to demonstrate a number of competencies that are essential to the position, which include:
Communication skills: The candidate must have strong communication skills including good listening, speaking and writing skills.
Organizational skills: Because an HR Specialist is responsible for handling a lot of information, he or she needs impeccable organizational skills.
Confidentiality: Integrity is another required attribute since much of this information is confidential and must not be shared with others.
Review and monitor office allocation to ensure the office adheres to the district's budget (review account codes, # of contracts days, temporary or permanent position for new hires and the renewal year).
Review job code changes as a result of position changes, which may result in day or hour changes. (MSIS)
Review whether licensed employees move on the salary schedule as a result of a qualifying reason and with accuracy.
Review and approve electronic action requests through the Frontline application system.
Assist the HR Director and Assistant HR Director with special projects.
Processes the Verification of Employment on new hires and communicate the information to payroll.
Operate the Live Scan to fingerprint candidates; obtain fingerprints from applicants and follow up with employees as needed.
Research, create, input, format, organize and edit relevant data as needed or requested and prepare in a usable format for the review of the director or other administrators.
Independently answer routine questions and correspondence from staff not requiring the supervisor's attention.
Complete a high volume of computer work, using District computer programs, to input high volume of data with speed and accuracy, including confidential data, in an environment with constant interruptions.
Professionally represent the school and the District in interactions with parents, community, staff and students.
Comply with applicable District, state, local and federal laws, rules and regulations.
Organize and assist in the orientation and processing of new employees.
Prepare new employee information for the Madison County Board of Education on monthly board agendas.
Be competent in various software and hardware used in Madison County Schools including but not limited to Marathon, MSIS, Active Resources, and Frontline.
Attends work daily and in a dependable fashion. Maintain an acceptable amount of leave and give as much advanced notice as reasonably possible when requesting an absence.
Exhibit excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
Answers frequently asked questions from applicants and employees relative to standard policies, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
Maintains the integrity and confidentiality of human resource files and records.
Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
Provides clerical support to the HR administration when needed.
Assists with planning and execution of special events such as organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
Must be able to prioritize and plan work activities as to use time efficiently.
Process incoming and outgoing mail.
Create and distribute documents.
Provide customer service to Madison County Schools' employees.
Set appointments and arrange meetings.
Maintain calendars of the HR administrative team.
Participate in recruitment efforts such as creating schedules/registration requirements and organizing materials.
Post vacancies in Frontline and organize resumes and/or job applications.
Schedule job interviews and assist in the interview process when needed.
Collect employment information for onboarding and offboarding.
Serve as a point person for all new employee questions.
Must be adept at problem-solving, including being able to identify issues and resolve problems in a timely manner.
Must be able to communicate clearly, both written and orally, as to communicate with employees, members of the HR administrative team, and in group presentations and meetings.
Must be able to effectively read and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information.
Must be organized, accurate, thorough, and able to monitor work for quality and self-growth.
Must be dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback.
Perform other duties as assigned.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to speak and hear. The employee is frequently required to walk; sit and use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal. The employee is occasionally required to stand and stoop, kneel, crouch or crawl and climb stairs. The employee must lift and/or move up to 15 pounds on occasion. Specific vision abilities required by this job included close, distance and peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT
The employee may at times work beyond an eight-hour day and a five-day week to take care of daily work, attend meetings, conferences, and district/school activities. The Human Resources Specialist must have excellent communication, problem-solving and small-group process skills. A substantial portion of the work will involve conflict management and sensitive situations with staff and patrons. Confidentiality is crucial. Workloads are heavy and timelines can be unreasonably short. Requests and issues are often received which require immediate attention and conflict with other priorities. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually low to moderate.

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. The job description is not a contract or 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.