Human Resource Specialist - Substitutes. Aledo ISD

Aledo ISD; Town of Texas, Aledo (WI, TX); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking a detail-oriented Human Resources Specialist to support daily operations in recruitment, onboarding, and employee record management. This role is pivotal in ensuring smooth HR functions while maintaining confidentiality and excellent service. Ideal candidates will have strong organizational skills, a commitment to confidentiality, and experience in human resources, particularly in the public sector. Join a dynamic team that values your contributions and offers a collaborative work environment where you can thrive and make a difference.

Qualifications

• Experience in human resources, especially in education or public sector.
• Strong organizational and time management skills are essential.

Responsibilities

• Coordinate recruitment efforts and facilitate onboarding processes.
• Maintain accurate employee records and manage exit processes.

Skills

Organizational Skills

Communication Skills

Confidentiality

Time Management

Basic Math Calculations

Education

High School Diploma

Associate's Degree in Human Resources

Bachelor's Degree in Business

Tools

Ascender

Frontline

PMIS

Microsoft Office Suite

Job description

Primary Purpose:

The Human Resources Specialist plays a vital role in supporting the daily operations of the Human Resources department with a primary focus on recruitment, hiring, onboarding, substitute coordination, and exit processing. This position also supports various HR functions including data tracking, employee record management, and customer service to internal departments while maintaining proper security and confidentiality. This individual is detail-oriented, highly organized, and committed to maintaining confidentiality and excellent service.

Qualifications:

Education/Certification:

High school diploma or equivalent required; associate or bachelor’s degree in human resources, business, or related field preferred.

Special Knowledge/Skills:

• Prior experience in human resources, especially in education or the public sector, is strongly preferred.
• Working knowledge of employee management systems (e.g., Ascender, Frontline, PMIS) is an asset.
• Notary public certification (or willingness to obtain).
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficient skills in keyboarding, word processing, and file maintenance
• Excellent organization, communication, and interpersonal skills
• Ability to perform basic math calculations
• Computer skills including the use of spreadsheets, databases,a nd word processing

Experience:

Three years of secretarial experience, preferably in a public education environment

Major Responsibilities and Duties:

Recruitment, Hiring, and Onboarding of Substitutes:

• Coordinate recruitment efforts, including job postings, screening applications, and scheduling interviews.
• Facilitate the hiring and initiation of onboarding processes for new substitutes.
• Input and maintain personnel information in employee databases and digital uploads of all staff.
• Prepare, record, and distribute correspondence, forms, and reasonable assurance letters.
• Process and receive criminal history record information and schedule fingerprinting as needed.
• Maintain all staff fingerprinting subscriptions, including deleting subscriptions as substitutes resign.
• Attend and assist with job fairs and recruitment events.
• Assist with professional documentation days and HR touchpoints.

Substitute Coordination:

• Assist campuses in day-to-day substitute scheduling.
• Monitor and track substitute fill rates and provide regular reports.
• Process and receive criminal history record information and schedule fingerprinting as needed.
• Proactively recruit substitutes for long-term assignments.
• Verify certifications for long-term assignments
• Enter absences for staff on extended leave and assign appropriately certified substitutes
• Maintain and monitor vacant positions in the database
• Help identify strategies to improve substitute coverage across campuses.
• Maintain data entry of the active and inactive substitute list.
• Maintain the substitute handbook.

Employee Exit Processing:

• Manage all resignation and termination processes, including exit emails, surveys, and system deactivations.
• Process and scan resignations for approval and notify the appropriate personnel.
• Pull and move I-9s for terminated staff and update records accordingly.
• Review and update termination lists; notify the HR Director of any negative survey feedback or trends.
• Process end-of-year service records and all mid-year service record requests.
• Vacate positions of exiting employees in PMIS.

Data and Records Management:

• Maintain accurate employee records, including name changes, and fingerprint verification subscriptions (DPS FP), and communicate with Payroll and IT as needed.
• Ensure updates are reflected in the employee management system (Ascender), FLC, Vector, and internal rosters.
• Process requests for official district records, including retrieving documents, copying, and mailing records.
• Manage the records storage and destruction process for the HR records following the established records retention schedule and requirements of the Texas State Library and Archives Commission.
• Purge inactive HR records annually.
• Update employee information (e.g., name changes) and communicate with Payroll and IT as needed.

Other:

• Serve as a notary for the administration reception as needed.
• Greet visitors and assist employees and applicants with completing applications and required paperwork.
• Assist with monthly HR initiatives, including employee recognition, Circle of Greatness, and Best of Bearcat prize programs.
• Assist with Professional Learning events.
• Provide administrative support to the HR Director and other team members as assigned.
• Maintain confidentiality of information.

Supervisory Responsibilities: None.

Equipment Used:

Personal computer, printer, telephone, copier, fax machine, shredder, and calculator.

Working Conditions:

Mental Demands/ Physical Demands/Environmental Factors:

• Tools/Equipment Used: Standard office equipment, including a personal computer and peripherals. Prolonged use of a computer
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (up to 25 pounds)
• Environment: Fast-paced office environment. Frequent contact with staff, administrators, and external stakeholders. Ability to manage multiple tasks with frequent interruptions.
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Please apply to our website at https://www.applitrack.com/aledo/onlineapp/