HR Division Office Administrator (Confidential Records)

Fort Zumwalt R-II School District; O’Fallon (MO); On-site; USD 21,000 - 30,000; Full time

Job summary

Fort Zumwalt R-II School District in Missouri is seeking an Office Professional for the Human Resources division to provide comprehensive administrative support, manage confidential employee documentation, maintain compliance records, and assist leadership with HR processes. This role demands exceptional organization and discretion.

Key duties include onboarding tasks, personnel file management, system access setup for new hires, correspondence, reference checks, record-keeping for staff, and

Qualifications

• Three years of administrative assistant/secretarial experience.
• High level of competence in customer services and clerical skills.
• Proficiency in Microsoft Office and Google Office Suite.

Responsibilities

• Run confidential processes for potential and new hires, including MVR, background checks, fingerprinting reporting, and I-9 verification.
• Complete personnel file management for new hires, ensuring all required employment documents are received and processed.
• Create profiles and maintain system permissions for new hires in the operating information system.
• Send digital interviews and assessments to support staff applicants.
• Assist potential applicants with completing online applications.
• Conduct telephone reference checks for candidates.
• Maintain a comprehensive filing system for current employees and archive former employee files.
• Process documentation for team members who resign, retire, or transfer.
• Complete verification of employment requests and process demographic changes as requested by team members.
• Send monthly expiration reminders to support staff with substitute teaching certifications and update records upon receipt of documentation.
• Maintain record of professional certifications and licenses for all support staff including, but not limited to, nurses, paraprofessionals, therapists, and mental health professionals.
• Verify spreadsheet information accuracy for support staff items requiring monthly Board of Education approval.
• Process and track reimbursements for tuition, custodian shoe expenses, paraprofessional fingerprinting, and substitute certificate expenses.
• Process financial transactions for the Executive Director of HR, including P-card reconciliation and purchase order creation.
• Manage incentive programs and documentation for new bus drivers, support staff referrals, and paraprofessional incentives.
• Serve as primary point of contact for the HR department, managing email, phone, and in-person interactions.
• Arrange appointments and screen visitors to the office.
• Prepare, format, and proofread correspondence, forms, reports, and documents using digital tools.
• Assist the Executive Director of HR during monthly new hire orientations.
• Develop, maintain, and operate electronic and physical information systems and office technologies with technical proficiency.
• Maintain strict confidentiality of all school-related matters.

Skills

Customer service

Clerical skills

Microsoft Office

Google Workspace

Job description

Fort Zumwalt R-II School District in Missouri is seeking an Office Professional for the Human Resources division to provide comprehensive administrative support, manage confidential employee documentation, maintain compliance records, and assist leadership with HR processes. This role demands exceptional organization and discretion.

Key duties include onboarding tasks, personnel file management, system access setup for new hires, correspondence, reference checks, record-keeping for staff, and