Administrative Assistant - Human Resources

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

Job summary

Midland Public Schools is seeking an HR Administrative Assistant to provide essential support to the Human Resources department. Responsibilities include onboarding, records management, and daily HR operations to ensure smooth service for staff and applicants.

Reports to the Director of Human Resources. This full-time role requires meticulous organizational skills and the ability to handle confidential information across HR databases.

Qualifications

• Must pass a background check.
• High School Diploma or GED required; associate degree preferred.
• Three+ years of progressive office experience preferred.
• Excellent organizational and communication skills; detail oriented.
• Proficient with Microsoft Office and Google Suite.

Responsibilities

• Coordinate substitute teacher placements with district and partner districts.
• Track and manage daily and long-term substitute assignments.
• Oversee substitute permit process from initiation to completion.
• Administer employee onboarding and onboarding paperwork processes.
• Process new hires, separations, and service contracts; ensure timely onboarding/offboarding.
• Create and issue employee badges; manage access authorizations.
• Process payroll-related documents and FOI requests as needed.
• Maintain accuracy across HR databases; manage evaluations and records.
• Prepare HR items for Board meetings in coordination with the Superintendent.
• Oversee personnel record systems and confidentiality compliance.
• Handle PA 189 compliance tracking and background checks.
• Monitor probationary and tenure timelines for certified staff.
• Coordinate mentor program with teachers and administrators.
• Coordinate student teacher compliance with HR Manager.
• Perform additional duties to support HR and district priorities.

Skills

Microsoft Office

Google Suite

Communication

Organization

Education

High School Diploma or GED

Associate degree preferred

Tools

HR software

Job description

Starting Date: Immediately

Job Description

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

Posted until filled

Essential Functions

• 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 off‑boarding.
• 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.

Position Type and Salary

Position Type: Full-Time

Salary: $18.95 to $22.09 Per Hour

Job Categories: Support Staff > Administrative Assistant

Contact Information

• Human Resources
• 600 E Carpenter St.
• Midland, Michigan 48640
• Phone: [phone]
• Email: [e-mail]

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.

Thank you for your interest in Midland Public Schools!