Human Resources Assistant

The Illinois Association of School Administrators; Alton (IL); Hybrid; USD 42,000 - 54,000; Full time

Job summary

The Illinois Association of School Administrators seeks an HR Administrative Assistant to provide executive-level support to the Assistant Superintendent of Human Resources. This role manages end-to-end personnel workflows, including recruitment, onboarding, credentialing, leaves, and compliance, while handling confidential district records with accuracy.

Responsibilities include calendar management, document preparation, HR communications, and coordinating cross-departmental setups.

Qualifications

• High School diploma required; Associate degree in HR, Business/Office Administration, or related field preferred.
• Proficiency in Microsoft Office/Google Workspace and HRIS platforms (e.g., applicant tracking, attendance, substitute management).
• Familiarity with district policies and collective bargaining agreements; apply these to HR processes.
• Strong attention to detail, communication, and discretion with confidential information.

Responsibilities

• Provide executive-level administrative support to the Assistant Superintendent of HR, including calendar management, correspondence, meeting prep, and board packet documentation.
• Monitor HR project deadlines, process purchase orders, maintain file retention systems, and manage general office operations.
• Prepare and distribute routine HR communications and informational materials.

Skills

Attention to detail

Communication

Discretion

Education

High School diploma

Associate degree in HR/Business/Office Administration

Tools

Microsoft Office

Google Workspace

HRIS platforms (Skyward)

Job description

POSITION SUMMARY: The Human Resources Administrative Assistant provides executive-level administrative and operational support to the Assistant Superintendent of Human Resources. Serving as a welcoming, professional point of contact for staff, applicants, and community members, this role oversees end-to-end personnel workflows—including recruitment, onboarding, substitute management, leave administration, compliance, and employee engagement. The position requires exceptional judgment, strict confidentiality, and precision in managing sensitive district records and systems.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Executive & Departmental Support

• Provide comprehensive administrative support to the Assistant Superintendent of HR, including calendar management, correspondence, meeting preparation, and board packet documentation.
• Monitor HR project deadlines, process purchase orders, maintain physical and electronic file retention systems, and manage general office operations.
• Prepare, proofread for accuracy, and distribute routine HR communications, announcements, newsletters, informational materials, and other department correspondence.

Recruitment, Onboarding & Credentials

• Coordinate recruitment processes: post vacancies, schedule interviews, process applications, handle applicant communications, and compile interview materials.
• Facilitate pre-employment compliance: track background checks/fingerprinting, drug screens, physical examinations, reference checks, and Faith’s Law requirements.
• Manage end-to-en employee onboarding: prepare new hire packets, monitor completion of all required employment forms, and coordinate cross-departmental setups (Finance, Tech, Special Ed).
• Track and maintain Professional Educator Licenses (PEL), endorsements, certifications, registrations, and other required credentials.
• Complete employment verifications, prior service forms, and other employment-related documentation as requested.
• Establish, maintain, audit, and secure confidential personnel files and electronic records in accordance with district procedures, records retention requirements, and applicable laws.
• Maintain accurate records related to employee status, assignments, salary or wage changes, building assignments, leaves, resignations, retirements, evaluations, seniority, recall lists, and other personnel actions.
• Enter, update, and maintain accurate employee information across all district HR systems (including personnel, attendance, applicant tracking, evaluation, and substitute management systems).
• Generate routine/ad-hoc reports and assist with required statutory and regulatory reporting (e.g., ISBE, TRS, IMRF, IDES, and file audits).

Leaves, Substitutes & Payroll Processes

• Administer confidential leave processes (FMLA, disability, sick leave, bereavement, return-to-work) in coordination with Payroll and supervisors.
• Maintain official records related to sick leave banks and other district leave programs.
• Assist with unemployment claim documentation and other employment-related administrative processes.
• Manage substitute staffing operations: recruitment, onboarding, system registration, placement support, and the preparation and processing of substitute, stipend, and applicable non-certified payroll information.
• Assist with planning and coordinating new employee orientation, substitute training, teacher assistant training, mentoring activities, professional development, workshops, and other HR-sponsored training.
• Deliver responsive customer service to staff and applicants regarding HR forms, policies, standard operating procedures, and contractual provisions.
• Support HR initiatives designed to improve recruitment, onboarding, employee experience, retention, recognition, and communication (including service milestones, attendance awards, and the annual 20-Year Service & Retirement Celebration).
• Assist with district registration and other districtwide initiatives as assigned (including occasional after-hours coverage), and execute other duties as assigned by district leadership.

DISCLAIMER: The statements contained in this job description are intended to describe the general nature and level of work performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, knowledge, skills, abilities, or working conditions associated with the position. Duties and responsibilities may be modified, expanded, or reassigned as necessary to meet the needs of the Human Resources Department and the District.

Qualifications

QUALIFICATIONS & COMPETENCIES:

• Education & Experience: High School diploma required; Associate degree in HR, Business/Office Administration, or related field preferred. Prior administrative experience in a school district or HR environment preferred.
• Technical Skills: Proficiency in office technology (Microsoft Office/Google Workspace) and HRIS platforms (e.g., applicant tracking, attendance, state reporting, substitute management, Skyward).
• Policy & Contractual Expertise: Familiarity with the Board of Education’s Personnel policies and applicable collective bargaining agreements, with the ability to apply established policies, procedures, and contractual provisions to routine Human Resources processes.
• Core Skills: High attention to detail; proofreading precision; strong written and verbal communication; ability to manage competing priorities independently; unwavering commitment to handling confidential information with discretion.

SUPERVISOR: Assistant Superintendent of Human Resources