Administrative Assistant – Human Resources

MEMSPA; Midland (MI); On-site; USD 26,000 - 30,000; Full time

Job summary

The HR Administrative Assistant at Midland Public Schools provides administrative support to the Human Resources department, assisting with employee onboarding, records management, and daily HR operations to ensure smooth and efficient service for staff and applicants.

Reports to the Director of Human Resources. The role is full-time with fixed hours and a starting wage range of $18.95–$22.09 per hour, reflecting district wage scales for administrative staff.

Qualifications

• High school diploma or GED required, associate degree preferred.
• 3+ years progressive office experience preferred.
• Strong organizational, written and verbal communication skills.
• Proficiency with Microsoft Office and Google Suite; confidentiality essential.

Responsibilities

• Provide advanced administrative support to Human Resources and onboarding.
• Coordinate substitute teacher placements and maintain records and databases.
• Process hiring/separation paperwork and issue IDs and access.
• Ensure compliance with PA 189, background checks, and retention standards.

Skills

Organizational skills

Strong written and verbal

Multitasking

Confidentiality

Education

High school diploma or GED

Associate degree preferred

Three years of progressive office experience preferred

Tools

Microsoft Office

Google Suite

Job description

Deadline: November 13, 2026
District/Organization: Midland Public Schools
Position/Type: Central Office – 1st Line Admin, full time
Salary: Starting Wage Range: $18.95 – $22.09/Hour

Job Summary

The HR Administrative Assistant at Midland Public Schools provides administrative support to the Human Resources department, assisting with employee onboarding, records management, and daily HR operations to ensure smooth and efficient service for staff and applicants.

Reports To

Director of Human Resources

Terms of Employment

• Full time, Monday-Friday, 260 days per year
  • 6:00 AM – 2:30 PM on Instructional Days
  • 8:00 AM – 4:30 PM on Non-Instructional Days
  • 7:00 AM – 5:00 PM M-Th – Summer, Holidays and/or Breaks determined by the Central Office
• Starting Wage Range: $18.95 – $22.09/Hour

Evaluation

Yearly first two years, then every three years following satisfactory evaluation.

Job Application Timeframe

Essential Functions

Provide advanced administrative and operational support to the Human Resources Department, ensuring efficient service delivery and compliance with state and district standards. Serve as a key point of contact for internal and external stakeholders, maintaining a high level of professionalism, accuracy, and confidentiality.

• Coordinate daily substitute teacher placement for Midland Public Schools and partner districts, ensuring compliance with MDE requirements.
• Manage and track all substitute teacher assignments, including daily and long-term placements, in alignment with certification and permit standards.
• Oversee the substitute teacher permit process from initiation through completion.
• Administer the district-wide teacher personal day request system with accuracy.
• Process new hires, separations, and employees of contracted services, ensuring timely onboarding and offboarding.
• Create and issue employee identification badges and maintain technology access authorizations.
• Process Public Service Loan Forgiveness requests, payroll invoices, and other HR-related documentation.
• Maintain data integrity across HR databases, including evaluation, seniority, and employment records.
• Prepare and communicate HR-related items for the Board of Education in coordination with the Superintendent’s Office.
• Manage personnel record systems, both manual and electronic, in compliance with retention and confidentiality standards.
• Oversee processing and compliance tracking for PA 189 and background check requirements.
• Monitor and track probationary and tenure timelines for certified staff.
• Coordinate the teacher mentor and mentee program in collaboration with district teachers, mentees and administrators.
• Coordinate student teacher compliance in collaboration with the Manager of Human Resources.
• Perform additional duties and projects as assigned in support of departmental and district priorities.

Qualifications and Education

• Must be able to pass a background check.
• Education:
  • Required: Must be a high school graduate or have a G.E.D. equivalent.
  • Preferred: Technical training up to an associate degree is preferred. Three years or more of progressive office experience is preferred.
• Any equivalent combination of experience and training that provides the required knowledge, skills, and abilities to perform the position’s essential functions.
• Excellent organizational skills, high attention to detail, strong written and verbal communication skills.
• Ability to work both collaboratively and independently.
• Must be efficient with various software applications and related technologies. Experience with Microsoft Office and Google Suite applications is required.
• Ability to balance multiple tasks simultaneously.
• Ability to function in a high-paced and, at times, stressful environment.
• Possess sound, independent judgment, including handling of confidential and sensitive matters.
• Preferred knowledge of Human Resources and labor standard laws.

Additional Functions

• Consistent and reliable performance of job responsibilities.
• Fine motor skills and ability to lift up to 50 pounds unassisted, to lift and move equipment and supplies.
• Ability to perform the physical requirements of the position with reasonable accommodations.
• Able to ride in a vehicle, as necessary (e.g., training on occasion).
• Able to work indoors during all seasons/weather/temperatures as permitted.

Come join Midland Public Schools!

The District is uniquely linked to and intertwined with the surrounding community and boasts a strong tradition and expectation of exceptional academics. Midland Public Schools holds a high concentration of STEM-degreed individuals and readily offers business needs for strong-skilled trades. The district is located adjacent to the world headquarters of Dow Chemical as well as large employers, such as MyMichigan Health, Dupont, and Corteva. Midland provides big-city amenities with a small-town feel and is the home to Midland Center for the Arts, Greater Midland Community Center, Great Lakes Loons/Dow Diamond, Dow Gardens and the Whiting Forest home of the 1,400-foot-long canopy walk, soaring up to 40 feet above the ground.

Please visit the Midland Public Schools website for more information and enjoy the Midland Awaits video where you’ll learn more about why Midland is the perfect place to work, live and play!

Midland Public Schools is an Equal Opportunity Employer. The district does not discriminate on the basis of race, religion, color, sex, gender, identity, marital status, familial status, genetic information, age, weight, height, national origin, disability, or other legally-protected characteristic, in its programs, activities, or employment and provides equal access to the Boy Scouts and other designated youth groups. The following has been designated to handle inquiries regarding the non-discrimination policies: Associate Superintendent/Human Resources, 600 E. Carpenter Rd., Midland, MI 48640.

The employee shall remain free of any alcohol or non-prescribed controlled substance in the workplace throughout his/her employment in the district.

District administration reserves the right to alter or amend job descriptions at any time. This job is not limited to any or all of the listed qualifications or functions.