Admin Clerk Senior (with HR Duties) - MSCR - 1.0 FTE - 26-27 SY

About the Role

This position will have a high degree of integrity, sustain a culture of continuous improvement, and be committed to creating and maintaining an inclusive work environment while having a growth mindset to a multi-faceted operation with a focus on creating a positive work culture. Under the supervision of the MSCR Operations Manager, and in collaboration with MSCR Employment Services Specialist Senior and MMSD HR staff, the Employment Services Specialist will provide administrative and clerical support for all MSCR Seasonal staff employment functions for the entire employee life cycle, payroll, and separation. Cross-trains with other MSCR HR team members to backup onboarding and data maintenance processes.

Responsibilities

• Pre-Employment, Compliance, and Onboarding (35%): Set up new seasonal employees in ERP and maintain ERP data and confidential paper files on all part-time/seasonal employees, including tax forms, I-9’s, work permits, job codes and corresponding account numbers (approx. 1,200 employees annually). Provide high-touch internal customer service to hiring managers, program assistants and seasonal employees through the detailed onboarding process. Respond to requests for information including verification of employment forms and Unemployment Insurance requests. Run standard and ad hoc reports and respond to data requests related to employment. Provide guidance and instructional support to program assistants regarding the detailed MSCR pre-employment onboarding process, time entry, and approval workflows.
• Data Entry, System Administration, and Maintenance (20%): Provide system administration support and user assistance for the MSCR Seasonal Employee Database (SED) and custom MSCR Time Clock system. Assist in maintaining accurate MSCR seasonal pay scales, position codes, and job listings, submitting updates and new code requests as required.
• Payroll Entry and Auditing (20%): Deliver timely internal customer service and support to staff to resolve and respond to payroll issues, discrepancies, and timekeeping inquiries. Assist with payroll processing, including collecting time and attendance records. Coordinate payroll upload processes for seasonal staff payroll. Monitor MSCR biweekly payroll uploads into Munis, proof for accuracy and resolve MSCR payroll errors. Resolve and respond to payroll issues and discrepancies.
• Employee Records, Verification, and Reporting (10%): Maintain and update all part-time employee files annually. Ensure HR files are in compliance with records retention requirements. Respond to requests for information including verification of employment forms and Unemployment Insurance requests. Run standard and ad hoc reports and respond to data requests related to employment.
• Recruitment (5%): Represent MSCR at job fairs, and assist with employee recruiting efforts. Serve as backup job posting processes in Cornerstone ATS.
• Department Support and Collaboration (5%): Collaborate with MMSD Human Resources and other district departments for information sharing and problem solving. Maintain awareness of MSCR values, policies, and procedures. Facilitate bi-weekly staff bulletin. Support MSCR staff and volunteers in using MMSD’s volunteer application system, including troubleshooting, training and reporting. Participate in department-wide committees.
• Other Duties as Assigned (5%): Perform other duties as assigned by executive leadership or their representatives or designees. Attend district and school functions that support MMSD’s strategic framework, initiatives, and core values. Complete any and all district required training. Build collaborative relationships with business partners.

Requirements

• Two years of post-secondary education or an equivalent combination of education and experience.
• Experience working in a Human Resources setting and/or administrative support.
• High level of proficiency with Google Workspace, Microsoft Word and Excel.
• Ability to communicate effectively with a diverse clientele, staff and the community, both orally and in writing.
• Experience working in database systems.
• Knowledge of MSCR/MMSD department and district policies.
• Ability to work with minimal supervision.
• Desire to continually evaluate and improve department processes.

Preferred Qualifications

• Bachelor’s degree.
• Prior experience working with a Human Resources Information System (HRIS).
• Prior experience in a public K–12 school district, municipal government, or unionized environment.

Knowledge, Skills, and Abilities

• Demonstrated ability to establish relationships at all levels of the organization.
• Follow principles and practices that promote and advance anti-racism, diversity, equity, and inclusion.
• Excellent organizational skills and the ability to prioritize multiple tasks, work under tight deadlines, use effective time management, and work with interruptions.
• Ability to learn new technology/software and HR processes.
• Ability to proactively seek out information and devise solutions to complex problems.
• Ability to handle high volume of work while ensuring attention to detail and accuracy.
• Ability to maintain accurate and confidential records.
• Ability to work autonomously and as part of a team.
• Knowledge of generally accepted recordkeeping practices.

License & Certification Requirements

• First Aid and/or CPR certification.

Physical Requirements

Ability to work under generally safe and comfortable conditions where exposure to environmental factors is minimal and poses little to no risk of injury. This position requires the ability to lift up to 25 pounds occasionally and may involve walking, sitting, stooping or reaching. Manual dexterity is necessary for completing general tasks while operating office equipment. This position may require being stationary for extended periods of time. Ability to perform work in a variety of indoor and outdoor environments throughout the year, including in inclement weather, spaces without air conditioning, and areas where temperatures may be uncomfortable or fluctuate rapidly.

Working Conditions

Work may require travel to different locations within the district and to off-site meetings. Certain positions within the District may allow hybrid work flexibility for a portion of their work schedule, depending on the needs of the position and the work unit. This topic and any remote work flexibility that may be available will be discussed in more detail in the