Employee Relations Associate

Virginia Beach Schools; Virginia Beach (VA); On-site; USD 38,000 - 52,000; Full time

Job summary

Virginia Beach Schools is seeking a dedicated clerical professional to provide extensive administrative support in the office of employee relations. The role requires handling FMLA tasks, payroll coordination, and strong customer service.

You will manage leave processes, maintain records, and collaborate with the payroll team to ensure accurate calculations. Strong organizational skills and proficiency with MS Office are essential.

Qualifications

• High school diploma or GED required.
• Payroll/benefits/human resources experience preferred.
• Payroll administration training is a plus.
• Strong communication and organizational skills required.

Responsibilities

• Answer a large volume of telephone inquiries and provide policy information as needed.
• Prepare FMLA calculations and process leave donations with accuracy.
• Receive, review, and process applications for FMLA.
• Maintain FMLA files including tracking usage and documentation.
• Coordinate with VLDP and payroll to ensure accurate leave calculations.
• Proof, edit, and format reports, memos, and correspondence.
• Process subpoenas and FOIA requests and handle mail routing.
• Assist in planning events and complete special projects as needed.

Skills

Customer service

Communication

Multitasking

Attention to detail

Education

High school diploma or GED

Payroll administration training (preferred)

Tools

Windows

Excel

Access

Desktop Publisher

PowerPoint

Job description

Classified - Position - Clerical - Non School-Based

Job Number 3700274691

Start Date

Open Date 10/13/2026

Closing Date 10/20/2026

GENERAL RESPONSIBILITIES

Provide extensive administrative clerical support within the office of employee relations with a considerable amount of customer service required.

ESSENTIAL TASKS

• Answer a large volume of telephone inquiries. Answer general leave or policy questions, research specific questions through specialists, and respond verbally or in writing, as necessary.
• Prepare FMLA calculations, process leave donations, and maintain sick leave bank records with accuracy.
• Receive, review, and process applications for FMLA.
• Maintain FMLA files to include tracking FMLA usage and ensuring proper medical documentation and release to work is received.
• Communicate with representatives from VLDP third party administrator to resolve claims issues.
• Communicate with employees and managers regarding employees' VLDP status upon receipt of action reports.
• Work closely with payroll office to ensure that leave calculations for all employees out leave is accurate.
• Proof, edit, and format reports, memos, letters, and other correspondence drafted by specialists.
• Perform leave proration for terminated employees to recover overpayments for leave taken but not earned.
• Calculate payout of terminated employees leave, if needed.
• Input sick leave transferred from other school systems and transfer sick leave to other school systems.
• Process annual sick leave bank open enrollments.
• Maintain electronic investigation and grievance files; transfer files into Laserfiche system upon closure.
• Prepare yearly separation report regarding employee relations cases.
• Assist in planning and executing special events such as Retirement Banquets and Service Awards dinners.
• Complete loss wage statements for lawyers and insurance companies.
• Process subpoenas and FOIA requests.
• Process applicable personnel actions in accordance with Division policies and regulations.
• Route and process incoming mail.
• Complete special projects, as necessary.
• Perform related work as required.

KNOWLEDGE, SKILLS AND ABILITIES

Ability to plan, organize, successfully complete multiple projects and special events; ability to work independently in the absence of detailed instruction; ability to perform mathematical computations with speed and accuracy; knowledge of modern office procedures, computer skills (Windows, Excel, Access, Desktop Publisher, Power Point); ability to follow up on current and past assignments with timely results; ability to work under pressure and interact with people of all backgrounds with tact, courtesy and diplomacy; adapt in editing and correct usage of English grammar, spelling, and vocabulary.

EDUCATION AND EXPERIENCE

Required: High school diploma or GED

Preferred: Any programs/training on payroll administration, Family and Medical Leave Act, word processing. Experience in payroll/benefits/human resources.

PHYSICAL REQUIREMENTS

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public using the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Frequent sitting, grasping, fingering, and repetitive motion. Occasional walking, standing, bending, and reaching. Ability to lift 20 pounds occasionally and up to 50 pounds rarely. Work involves frequent change and/or interruptions, frequent deadlines must be met, and the position requires intense and frequent interactions with employees. Requires timely and regular attendance and may require working beyond normal business hours. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

SPECIAL REQUIREMENTS

Regular and reliable attendance is an essential function of this position.