Position Type:
Secretarial/Clerical

Date Posted:
9/15/2021

Location:
Human Resources

Closing Date:
09/22/2021

School/Location

DEPARTMENT/OFFICE: Human Resources
POSITION TITLE: Employee Services Associate - Middle
LOCATION: Administration Building - 797 Westminster Street
HOURS: 6:00 AM- 2:00 PM

Group 6 12 Month 1339 Union Position

The employee services associate will support the day to day needs of staff members of the Providence Public School District (PPSD). The employee services associate will assume responsibility for full cycle employment support; from new hire through retirement. Essentially, the employee services associate will ensure PPSD staff members feel fully supported throughout their entire career with the District and beyond.

THIS POSITION REPORTS TO THE EXECUTIVE DIRECTOR OF HUMAN RESOURCES

***Accommodations for virtual interviews will be made during this hiring season, please apply***

Roles & Responsibilities

Supporting New Employees

• Processing of new hires received from staffingWelcome outreach to substitute teachersAnswer questions new staff may haveSpecialized support for new administratorsSupport with the hiring of substitute staff

Supporting Current Employees

• Maintain records of sick leave and other leavesMonitor absences and make necessary adjustments to ensure balanced coverageMake arrangements for substitute coverage as neededEnter staff absences as neededEntry of employment changesMaintain daily data records of absence fill rates by school/departmentWork collaboratively with ERO for flagged attendance concernsEmployment verification requestProcessing of longevity adjustmentsProcessing of leave requestsGeneral problem solving support for staff membersCompletion of all non-1033 Supplemental Insurance claimsManage 504 requests for the 504 committee

Supporting Exiting Employees

• Retirement related verificationProcessing of resignationsProcessing of retirement notificationProcessing of State retirement verification requestsOff-boarding communicationProcessing of Disability Retirement

Employee Data Management

• Prepare weekly, monthly, quarterly and/or annual status reports as requested and maintain logs based on staff absenteeism, leave requests.

General Operations

• Filing of all HR employee services related documentsExcellent phone and email communication with PPSD staff members and constituentsEnsure an exemplary Human Resources experience for allCoordinate and implement compliance with School Department human resource policies, processes and procedures, collective bargaining agreements and applicable employment laws and regulations as they relate to the workforce.Must adhere to confidentiality guidelines

PUBLIC RELATIONS

• Telephone - in-house (intercom), walkie-talkie. Receive and route calls appropriately.Correspondence - receives and routes mail, packages. Prepare correspondence; forward accordingly (notices, grievances, and reports): State, Local and Federal, Use of Building, Health and Safety, Incident/Accident, School/Staff/Parent Notices, Fire Drills and Inspections, Proposals).Maintain up-to-date filing system: Staff directory, phone listing, student recall listings, waiting lists, weekly, monthly, quarterly, annual reports, School Board Agendas.Maintain appointment/meeting calendars/schedules: Building, teacher, parent groups, visitors, workshops, etc.Greet and assist all visitors in a positive manner.

BUDGET

• Ledger activity associated with balances, spreadsheets & word processing computer application.Updating and distribution of budget reports.Researching data for preparation of requisitions, typing requisitions.Maintain purchase order file, receiving copies, invoices, packing slips.Direct payments, route for payment in a timely fashion.Assist Administrator/Principal/Director in preparation of annual budget.Typing administrative draft - tabulations/calculations.Maintain inventory of office materials, supplies, B5 in stock supplies, books, postage, health and athletic supplies.Mileage: Type monthly mileage on appropriate forms with direct payment for reimbursement including staff travel expenses and cab vouchers.

PAYROLL

• Prepare/maintain weekly, biweekly, hourly payrolls for administrators, teachers, clerks, aides, etc., relative to regular payroll, overtime, workshops, coverage, breakfast program, in-house coverage, etc., as it applies to the job area.Maintain leave forms, name/address forms, vacation requests, certifications and renewals, etc. for attendance reporting and recordkeeping of payroll. Sort and distribute checks.

COMPUTER

• SCHOOLS: Daily attendance, registers, bulletins, via mainframe hook-up or independent system.OFFICES: As required/established.

STUDENT PROCESSING
(Key: E=Elementary, M=Middle, H=High, G=Guidance, ALL=E, M, H, & G)

• E-M-H - Suspensions/Parent Conferences, Referrals, Incident Reports.E-M-H - A-8's, Sign-in Books, Sign-out Books, Accident Reports.E-M-H - Reading Folders, Special Ed Folders, Home Instruction Registers.E-M-H - Nurse, Social Worker, Human Relations Specialists Visits.E-M-H - Transportation-Passes, Field Trips.E-M-H - Minority/Majority and Pupil Enrollment Reports.E-M-G - Health Cards, Rosters (Quarterly), Student Transaction Sheets.E-M-G - Scheduling, Deficiencies, Grade Reporting, Report Cards.E-M-G - Repeat/Failure Notices, Non-promotional Notices.E-M-G - Tracer Cards including restrictions, Home Language Survey.E-G - Registration, Elem. Only, Forwarding PR Cards, End of Year.E-M - Recall lists, (closed classes).H-G - Athletics, College Info: Reference Letters, Transcripts.M-H - Locker Assignments - Student ID Cards.ALL - PR Cards, Scheduling Cards, Attendance, Exiting Students.ALL - Testing: Placement and Scores Excused Early Slips.ALL - Late Slips, Transfer Cards, Student Incentive Programs

Salary Rate Range

$47,972.00 - $56,118.00

Qualifications

• High School Diploma or GED Diploma required College degree from an accredited educational institution preferredMust have passed the appropriate clerical testAppropriate skills and/or knowledge of Microsoft Office, (such as Word, Excel, Access, Lawson,as required) or willing to be trainedProficient in typingGood telephone/communication skillsCommitment to the mission and vision of PPSD and the relevance of job functions to that mission and visionProven work experience as an employee services specialist or similar roleFamiliarity with HR databases and HR operationsExemplary organizational skills and attention to detail in maintaining and updating physical and digital employee recordsExcellent customer service skills, verbal and written communication skills and relationship building experienceA minimum of one year of high-volume staff support experienceTactful, with the ability to deal with a variety of situations and a high level of confidentialityHands on experience with problem solvingYou must complete the new hire compliance training prior to your first day of employmentSelected candidate will be required to pass a pre-employment criminal history background check. Selected candidates cannot begin work until passing their background check.

SPECIAL REQUIREMENTS:
In addition to meeting the education, training, and experience standards:

• Must be confidentialBilingual Preferred