About this role
FORT ZUMWALT SCHOOL DISTRICT SS516
BRING YOUR CHILDREN TO WORK!
Our family-friendly workplace allows you to balance career and parenting
JOB TITLE
Division Office Professional for Human Resources
REPORTS TO
Executive Director of Human Resources
FLSA: Non-Exempt
Note: Critical features of this job are described under the headings below. They may be subject to change at any time due to reasonable accommodation or other reasons.
POSITION PURPOSE/SUMMARY
The HR Division Office Professional provides comprehensive operational support across all HR functions, managing confidential employee documentation, maintaining compliance records, processing financial transactions, and delivering high-level administrative assistance to leadership. This position requires exceptional organizational skills, technical proficiency, and discretion to ensure the smooth execution of HR processes and accurate record-keeping.
QUALIFICATION REQUIREMENTS
The Division Office Professional for Human Resources shall have a high level of competence in customer services and clerical skills as demonstrated by the District's skills assessments and possess proficiency in Microsoft Office and Google Office Suite. This position requires a minimum of three years' professional administrative assistant/secretarial experience and displays a high degree of independent initiative.
ESSENTIAL DUTIES
- Run confidential processes for potential and new hires, including MVR, background checks, fingerprinting reporting, and I-9 verification.
- Complete personnel file management for new hires, ensuring all required employment documents are received and processed.
- Create profiles and maintain system permissions for new hires in the operating information system.
- Send digital interviews and assessments to support staff applicants.
- Assist potential applicants with completing online applications.
- Conduct telephone reference checks for candidates.
- Maintain a comprehensive filing system for current employees and archive former employee files.
- Process documentation for team members who resign, retire, or transfer.
- Complete verification of employment requests and process demographic changes as requested by team members.
- Send monthly expiration reminders to support staff with substitute teaching certifications and update records upon receipt of documentation.
- Maintain record of professional certifications and licenses for all support staff including, but not limited to, nurses, paraprofessionals, therapists, and mental health professionals.
- Verify spreadsheet information accuracy for support staff items requiring monthly Board of Education approval.
- Process and track reimbursements for tuition, custodian shoe expenses, paraprofessional fingerprinting, and substitute certificate expenses.
- Process financial transactions for the Executive Director of HR, including P-card reconciliation and purchase order creation.
- Manage incentive programs and documentation for new bus drivers, support staff referrals, and paraprofessional incentives.
- Serve as primary point of contact for the HR department, managing email, phone, and in-person interactions.
- Arrange appointments and screen visitors to the office.
- Prepare, format, and proofread correspondence, forms, reports, and documents using digital tools.
- Assist the Executive Director of HR during monthly new hire orientations.
- Develop, maintain, and operate electronic and physical information systems and office technologies with technical proficiency.
- Maintain strict confidentiality of all school-related matters.
ADDITIONAL DUTIES
- Assist the technology department with help desk tickets related to HR issues.
- Process and track digital and paper files for background checks for cab drivers across multiple companies.
- Create replacement ID badges for current staff.
- Effectively communicate, verbally and in written form, with administrators, staff, and the community as needed.
- Perform other duties as assigned by the immediate supervisor.
MENTAL DEMANDS
Ability to maintain highly confidential information; communicate clearly both orally and in writing. Write simple and complex reports and correspondence. This employee must have strong computer skills including Microsoft software and Google Suite. Be able to understand and submit online reports to state and federal agencies as required. Have the ability to learn new systems and software. Solve a variety of problems in many different situations.
PHYSICAL DEMANDS
While performing the duties of this position, an employee is regularly required to sit, talk, and hear. The employee is frequently required to walk and use fingers and controls. The employee is occasionally required to stand, reach, bend, lift, and carry up to ten pounds. Close vision ability to look at a computer screen for long periods is required
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee.
TERMS OF EMPLOYMENT
Employment will be on an at-will basis for 12 months with two weeks vacation, beginning July 1, or from the time of employment for the duration of the school year with prorated vacation and/or personal leave. The Division Office Specialist will be provided with a work calendar showing the specific daily work schedule of the employee. The work calendar may be modified by the Board of Education at any time, as needs dictate.
Eight hours will constitute a workday. The Chief Human Resources Officer or the employee's supervisor will establish a definite daily schedule.
The yearly salary will be disbursed in twenty-four (24) equal payments.
EVALUATION
Performance of this job will be evaluated annually in accordance with the provisions of the Board's policy on evaluation of support staff personnel.
Approved: April 5, 1982, Revised: June 19, 2000, May 15, 2006, November 16, 2009, June 29, 2020, May 19, 2025, June 30, 2025