About this role
POSITION SUMMARY
The Human Resources Specialist performs a variety of technical human resources duties and administrative support to prospective and current personnel; assists in the recruitment, screening, onboarding, and processing of District personnel; maintains and manages specialized HR systems, databases, files, and records; and coordinates departmental financial, leave, and operational functions. Demonstrates the ability to work with high confidentiality, discretion, sound judgment, and compliance with federal, state, and District policies.
REPORTS TO
Assistant Superintendent of Human Resources
PRIMARY RESPOSIBILITIES
- Departmental & Technical HR Operations: Provide comprehensive technical duties and administrative assistance across District human resources operations, supporting personnel lifecycle activities, employee inquiries, and operational workflows.
- HR Information Systems & Technology Administration: Maintain, update, and support core HR software platforms, databases, and tracking systems (including Frontline, TalentEd, Vector, Keystone, MACHS, and related information systems) to ensure data integrity and operational efficiency.
- Employment Processing & Compliance: Assist with recruitment, application review, screening, onboarding, background clearance procedures, evaluation tracking, and required compliance training across assigned employee groups.
- Records Management & Documentation: Prepare, maintain, and audit personnel files, employment contracts, board of education reports, work calendars, and confidential records in strict compliance with federal, state, and District standards.
- Departmental Logistics & Service: Coordinate departmental communications, customer service, survey administration, vendor interactions, and administrative support for human resources initiatives.
POSITION SPECIFIC RESPONSIBILITIES
Human Resources Specialist
Substitute Management, Recruitment & Operations
- Substitute Recruitment & Retention: Oversee the complete lifecycle of substitute teachers and support personnel, including recruitment campaigns, application screening, hiring, retention strategies, and re-employment processing.
- Substitute Onboarding & Training: Plan, coordinate, and execute substitute orientation and training sessions (in August and January), incorporating administrative feedback and instructional priorities.
- Absence Tracking & Coverage: Monitor substitute coverage daily, maintain substitute management systems, conduct monthly staff absence tracking, and provide regular reporting on building fill rates to department leadership.
Employee Leave Benefits, FMLA & ADA Administration
- FMLA & eFMLA Processing: Manage the administration of Family and Medical Leave Act (FMLA/eFMLA) requests, conduct employee intake, track approved leave, and maintain ongoing compliance documentation.
- ADA Process Initiation: Initiate the Americans with Disabilities Act (ADA) interactive process, coordinate initial communication with employees, track medical documentation, and keep department leadership updated.
- Leave Rollovers & Attendance Data: Oversee annual leave rollovers (effective July 1) and maintain detailed attendance data tracking for Professional Development (PD) days across District facilities.
Financial & Operational Administration
- HR Budget & Requisitions: Monitor departmental budgets, process purchase orders (POs), handle vendor requisitions, and order department supplies, coffee, and materials.
- Travel & Event Logistics: Book travel and conference registrations for department and District personnel; coordinate New Teacher Induction (NTI) lunches, employee swag inventory, and yard sign distribution.
Specialized Program Coordination & District Systems
- Student Teacher Coordination: Serve as the primary liaison for student teacher placements, maintaining active tracking and coordinating with District leadership.
- Website Management: Perform weekly HR website reviews, and coordinate content updates.
- Board Reports & Confidential File Management: Prepare monthly Board of Education reports for substitute personnel, execute ongoing file cleanout protocols, and maintain confidential file organization.
- Other duties and responsibilities as assigned.
REQUIRED QUALIFICATIONS – Required qualifications to effectively perform the job. An equivalent combination of education, training, and experience will be considered.
- Requires the use of common-sense understanding to carry out instructions in written or oral form, math proficiency, reading, writing, and communicating at a professional level
- Experience in a school district (preferred)
- Bachelor's degree (preferred) or an equivalent combination of education and experience
KNOWLEDGE, SKILLS, AND ABILITIES – May be representative, but not all-inclusive, of those knowledge, skills, and abilities commonly associated with the job.
- Requires ability to provide instruction to District employees.
- Requires effective written and verbal communication skills.
- Requires experience and proficiency in technological skills.
- Requires ability to operate standard office equipment.
PHYSICAL ABILITIES – Activities commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Exerts a negligible amount of force constantly
- Exerts up to 20 pounds of force occasionally
- Work is performed in a general office environment with moderate noise levels
- Required to visually obtain information from the computer monitor.
WORK ENVIRONMENT – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.
- In-person office environment
Disclaimer
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job duties described herein may be subject to possible modification in accordance with applicable state and federal laws.
TERM OF EMPLOYMENT
12-month position, Job Grade H, salary based on experience Salary Schedules
Education
Requirements
Bachelor's Degree preferred.
Experience: A minimum of 2 years experience in an administrative support role within an educational environment preferred; experience using Frontline Education, TalentEd, Google Suite, PowerSchool, and DESE web applications is highly desirable.
Compensation: 54,000 - 64,000/yr
Benefits
Comprehensive benefits package
FLSA status: Exempt, Learned Professional Exemption
Work Calendar: 12 Months, 260 Days
Position Closes: November 15th
SParkHire Videos Due: November 17th
Zoom Screening Interviews: November 20th
Panel Interviews: November 23rd
Please understand that in order to be considered as a candidate you must complete all steps in the application process. These steps include completing the online application, uploading your cover letter, resume and transcripts (if applicable), and providing three current references.
Equal Opportunity Employer
It is the policy of the School District of Clayton not to discriminate on the basis of race, color, religion, sex, national origin, ancestry, disability, age, genetic information or any other characteristic protected by law, in its programs or employment practices as required by Title VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975 and Title II of the Americans with Disabilities Act of 1990. Full Non-Discrimination Disclosure