HUMAN RESOURCES ADMINISTRATIVE ASSISTANT/SWITCHBOARD

Requirements

• High school diploma or equivalent required
• Associate's or Bachelor's degree in Finance, Accounting, Business Administration, or related field preferred
• Experience in office administration, customer service, or school district operations preferred
• Strong communication and phone etiquette skills
• Excellent organizational skills and attention to detail
• Able to manage multiple tasks in a fast-paced environment
• Proficiency with office software and HR or data systems preferred
• Able to maintain confidentiality and demonstrate professionalism at all times

Qualifications

• High school diploma or equivalent required; associate degree preferred
• Experience in office administration, customer service, or school district operations preferred
• Strong communication and phone etiquette skills
• Excellent organizational skills and attention to detail
• Able to manage multiple tasks in a fast-paced environment
• Proficiency with office software and HR or data systems preferred
• Able to maintain confidentiality and demonstrate professionalism at all times
• Performs other duties as assigned in support of Finance Department operations and district needs

Summary

The HR Administrative Assistant / Switchboard serves as the district's primary communications hub and provides front-line customer service to staff, families, and community members. This position is responsible for managing all incoming district calls, routing inquiries appropriately, and supporting the Human Resources department through clerical, intake, scheduling, and document processing functions. The role ensures efficient communication flow and accurate handling of HR-related materials while maintaining professionalism, confidentiality, and responsiveness.

Essential Duties and Responsibilities

• District Switchboard / Communications Hub:
  • Answer all incoming district phone calls in a professional and timely manner
  • Route calls to appropriate buildings, departments, or personnel
  • Serve as the front-line customer service representative for the district
  • Manage call logs, message routing systems, or tracking tools as applicable
  • Ensure accurate message delivery and follow-up communication when needed
• HR Intake & Clerical Processing:
  • Receive and process incoming HR documents, forms, applications, and packets
  • Conduct initial review of HR paperwork for completeness and accuracy
  • Scan, route, and distribute HR documents for appropriate processing (non-archival digitization)
  • Prepare physical and/or digital HR files for HR Generalist review and action
  • Absorb support for job posting coordination (posting assistance only, not management)
• Hiring Process Support:
  • Schedule candidate interviews and coordinate calendars for HR staff and hiring teams
  • Send interview confirmations, logistics, and related communications
  • Prepare interview packets and materials for HR Generalist or Coordinator use
  • Maintain interview schedules and ensure accurate calendar coordination
  • Provide limited support for job posting coordination (posting assistance only, not management)
• Administrative Support Functions:
  • Provide scheduling and calendar support for HR leadership and staff
  • Perform copying, printing, scanning, and document preparation as needed
  • Absorb general office supply coordination and organization
  • Absorb support for meeting logistics and preparation for HR department meetings
  • Provide general clerical and administrative support to the HR office
  • Preparation of board packets for the personnel committee meetings, including preparation of board memos, artifacts, and management/upload of all items in the board document platform. Attendance at the meetings is required.
  • Absorb documentation and development of negotiation agreements and maintain confidentiality of restricted information
• Systems Intake Support:
  • Perform initial data entry of applicant and employee information into HR systems (e.g., Frontline, TalentEd)
  • Forward or flag incomplete applications or documents for follow-up
  • Absorb support for monitoring intake queues in HR systems
  • Absorb support for basic processing tasks within HR platforms as assigned

Benefits

Eligible for the District's comprehensive benefits package, including health, dental, vision, life insurance, and retirement benefits as applicable.

Supervisor

Jalitza Colon Martinez, Assistant Superintendent for Staff Services