Coordinator of Services: Personnel

West Virginia K-12 Jobs; Fort Randolph (WV); On-site; USD 42,000 - 66,000; Full time

Job summary

West Virginia K-12 Jobs is seeking a Coordinator of Personnel to provide specialized administrative support in managing the school system’s personnel functions. Responsibilities include documenting personnel records, employment procedures, filings, and certification tracking, while ensuring confidentiality and policy compliance.

The role reports to the Director of Personnel and advances the department’s operations, including onboarding, reporting, and coordination with payroll and benefits.

Qualifications

• High school diploma or equivalent required.
• Qualify for WV service personnel classification.
• Experience in admin office operations or personnel support preferred.
• Knowledge of WV public school personnel procedures preferred.
• Proficiency with computer apps, spreadsheets, and electronic records.
• Excellent organizational and communication skills.
• Ability to maintain confidentiality and meet deadlines.
• Ability to work independently within procedures.

Responsibilities

• Serve as primary administrative coordinator for the Director of Personnel.
• Coordinate daily personnel office activities and documentation.
• Prepare personnel correspondence and documents.
• Assist in onboarding and board meeting materials.
• Communicate personnel procedures to staff and applicants.
• Coordinate employment applications and supporting docs.
• Review applications for completeness and accuracy.
• Schedule interviews and coordinate communications with stakeholders.
• Prepare hiring packets and onboarding materials.
• Process employment changes including transfers and retirements.
• Maintain confidential personnel files and electronic records.
• Monitor certification, licensure, and training requirements.
• Assist with personnel reporting and data submissions.
• Maintain background checks and eligibility documentation.
• Coordinate information with payroll, benefits, and finance.
• Ensure compliance with state laws and county policies.
• Maintain substitute records and onboarding procedures.
• Manage substitute eligibility lists and updates.
• Respond to routine personnel questions and deadlines.
• Assist with forms and administrative requirements.
• Process employment verifications and required documentation.
• Maintain confidential communications with staff and public.
• Assist year-start and year-end personnel procedures.
• Prepare staffing reports and monitor vacancies.
• Recommend improvements to forms and workflows.
• Perform other duties as assigned by the Director of Personnel.

Skills

Organizational skills

Communication skills

Interpersonal skills

Confidentiality

Independent work

Multitasking

Attention to detail

Adaptability

Education

HS diploma or equivalent

WV service personnel qualifications

Admin office experience preferred

WV school personnel procedures knowledge

Tools

Computer applications

Spreadsheets

Electronic personnel systems

Recordkeeping

Job description

• Position Type: Secretarial/Clerical/ Coordinator of Services

POSITION: COORDINATOR OF SERVICES: PERSONNEL (001-003-C)

IMMEDIATE SUPERVISOR:

DIRECTOR OF PERSONNEL

EMPLOYMENT TERM:

261 DAYS

SALARY:

Pursuant to WV Code §18A-4-8a, in accordance with Mason County Schools Salary Schedule, Pay Grade H, commensurate with experience and education level

EVALUATION:

Annually by the Director of Personnel or designee

JOB SUMMARY:

The Coordinator of Personnel provides specialized administrative and operational support to the Director of Personnel in the management of the school system's personnel functions. The position is responsible for coordinating personnel documentation, employment procedures, employee records, vacancy postings, certification tracking, substitute personnel records, and other administrative activities necessary for the efficient operation of the Personnel Department.

The Coordinator serves as a primary administrative resource for employees and applicants while ensuring personnel procedures are carried out accurately, consistently, confidentially, and in accordance with established policies and applicable laws.

The position works under the direct supervision of the Director of Personnel and does not exercise independent authority over personnel decisions.

PERFORMANCE RESPONSIBILITIES:

• 1. Serve as the primary administrative coordinator for the Director of Personnel.


• 2. Coordinate daily personnel office activities, documentation, correspondence, and


• 3. Prepare personnel correspondence, notices, forms, and documents for the Director of Personnel.


• 4. Assist in preparing personnel recommendations and supporting documentation for Board of Education meetings.


• 5. Communicate established personnel procedures and requirements to administrators, employees, and applicants.

B. Recruitment and Employment Procedures

• 6. Coordinate employment applications and supporting documentation.


• 7. Review applications for completeness and verify required employment documentation.


• 8. Schedule interviews and coordinate communication with applicants and administrators.


• 9. Prepare hiring packets and onboarding materials.


• 10. Assist in processing new employees, transfers, resignations, retirements, and other employment changes.

C. Personnel Records and Compliance

• 11. Maintain accurate and confidential personnel files and electronic records.


• 12. Monitor and track employee certification, licensure, permits, and other employment requirements.


• 13. Assist with required personnel reporting and data submissions.


• 14. Maintain documentation related to background checks, employment eligibility, and required training.


• 15. Coordinate personnel information with payroll, benefits, finance, and other departments.


• 16. Assist in ensuring administrative personnel procedures comply with applicable state laws, regulations, and county policies.


• 17. Maintain substitute teacher and substitute service personnel records.


• 18. Coordinate substitute applications, employment documentation, and onboarding procedures.


• 19. Maintain current substitute eligibility lists and communicate updates to appropriate personnel.

E. Employee Services

• 20. Respond to routine personnel questions regarding employment procedures, documentation, and deadlines.


• 21. Assist employees with personnel forms and administrative requirements.


• 22. Process employment verification requests and maintain required documentation.


• 23. Maintain professional and confidential communication with employees, applicants, administrators, and the public.

F. Additional Responsibilities

• 24. Assist the Director of Personnel with beginning-of-year and end-of-year personnel procedures.


• 25. Prepare reports and maintain data related to staffing, vacancies, and personnel transactions.


• 26. Recommend improvements to personnel office procedures, forms, and administrative workflows.


• 27. Perform other personnel-related administrative duties as assigned by the Director of Personnel, consistent with the employee's service personnel classification.

SUPERVISORY RESPONSIBILITIES:

The Coordinator of Personnel does not directly supervise or evaluate other employees and does not independently make hiring, assignment, disciplinary, or termination decisions.

The position coordinates administrative processes under the direction and authority of the Director of Personnel.

GENERAL STATEMENT:

This job description describes the general nature and responsibilities of the position. Additional related duties may be assigned by the Director of Personnel consistent with applicable law, county policy, and the employee's approved service personnel classification.

QUALIFICATIONS:

• 1. High school diploma or equivalent required.


• 2. Meet the qualifications for the applicable West Virginia service personnel classification.


• 3. Experience in administrative office operations, personnel management support, or public school administration preferred.


• 4. Knowledge of West Virginia public school personnel procedures and applicable laws preferred.


• 5. Proficiency in computer applications, spreadsheets, electronic personnel systems, and recordkeeping.


• 6. Excellent organizational, communication, and interpersonal skills.


• 7. Ability to maintain confidentiality and exercise sound judgment.


• 8. Ability to work independently within established procedures and manage multiple deadlines.

CERTIFICATES, LICENSES, REGISTRATIONS, BONDING, AND/OR TESTING REQUIRED:

• 1. Passage of secretary competency test


• 2. Possess valid West Virginia Driver's License

PHYSICAL DEMANDS:

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk, hear, walk, stoop, reach, lift, pull, and push. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus. The position requires the individual to meet multiple demands from several people and interact with the public and other staff members.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate (20-60 dB).

The information contained in the job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of duties performed by this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned by the Superintendent or his/her designee.