Human Resources Assistant

Sylvania; Beverly (MA); On-site; USD 52,000 - 68,000; Full time

Job summary

Sylvania in Beverly, MA is seeking a Human Resources Assistant to serve as the primary administrative and customer service contact for Human Resources and the Central Office.

You will support employees, applicants and visitors and manage the full employee lifecycle from recruitment through onboarding, transfers, leaves, payroll coordination and separation, while ensuring compliance with employment regulations and confidential personnel records.

Qualifications

• Bachelor’s degree required.
• Experience in administrative assistant / clerical roles preferred.
• Three years of progressively responsible administrative experience preferred.
• Experience working with confidential records preferred.
• Excellent written and verbal communication skills required.
• Strong customer service skills required.
• High degree of accuracy and attention to detail required.
• Advanced proficiency in Microsoft Office and Google Workspace required.
• Ability to learn multiple HR and payroll software systems.
• Ability to maintain confidentiality required.

Responsibilities

• Serve as the primary point of contact for the Human Resources and Central Office and direct employees, applicants, and visitors.
• Coordinate the full employee lifecycle for staff, including hiring, onboarding, transfers, resignations, retirements and separations.
• Manage recruitment activities: post vacancies, communicate with applicants, support hiring committees, prepare offers and documentation.
• Process onboarding including salary placement, paperwork, system access, email, badges, and records.
• Prepare employment-related correspondence and letters.
• Administer HR compliance processes including CORI checks, licensure verification, and confidential records maintenance.
• Oversee payroll-related reporting and salary-related processes.
• Maintain HRIS, applicant tracking, and personnel databases and files.
• Generate reports and documentation to support HR, Payroll, and district leadership.
• Coordinate onboarding for coaches, substitutes, student teachers, interns, vendors, and other staff.
• Manage badges, building access, and system changes for hires and separations.
• Coordinate employment verification requests and PSLF documentation.
• Order and maintain office supplies for Central Office and support daily operations.
• Conduct research, develop job descriptions, compile data, and complete special projects for HR and district admin.
• Maintain confidentiality and exercise independent judgment amidst competing deadlines.

Skills

Excellent written and verbal comms

Strong customer service

Attention to detail

Ability to learn HR/payroll software

Education

Bachelor’s degree

Tools

Microsoft Office

Google Workspace

Job description

Job Summary

This role serves as the primary administrative and customer service contact for Human Resources and the Central Office, supporting employees, applicants, administrators and visitors. The position manages the full employee lifecycle—from recruitment and hiring through onboarding, transfers, leaves, payroll coordination and separation — while ensuring compliance with employment regulations and maintaining accurate personnel records.

Ability to maintain confidentiality, determine priority of tasks throughout the day, multiple lines of communication, and knowledge of technology are a requirement.

The Human Resources Assistant serves as the primary administrative and customer service professional supporting Human Resources and the Central Office. The position coordinates the complete employee lifecycle for all district personnel, including recruitment, onboarding, licensure verification, compliance, personnel records, payroll coordination, employee leaves and separation processes. The Human Resources Assistant exercises sound judgment, maintains strict confidentiality, manages multiple priorities simultaneously, and provides exceptional service to employees, applicants, administrators, and members of the public.

Job Description

• Serve as the primary point of contact for the Human Resources and Central Office, providing service and directing employees, applicants and visitors to appropriate departments.
• Coordinate and administer the full employee lifecycle for certified and non-certified staff, including hiring, onboarding, transfers, resignations, retirements and separations.
• Manage recruitment activities by posting vacancies, communicating with applicants, supporting hiring committees and preparing employment offers and personnel documentation.
• Process new hire onboarding, including salary placement, employment paperwork, system access, email creation, identification badges, personnel records and any additional district information.
• Prepare and distribute employment-related correspondence, including offer letters, transfer letters, resignation acknowledgments, Letters of Assurance, stipend appointments, coaching assignments and other personnel actions.
• Administer Human Resources compliance processes, including CORI background checks, fingerprinting, licensure verification, Letters of Suitability, employment eligibility documentation and maintenance of confidential personnel records.
• Oversee salary column movement applications, graduate course approvals, tuition reimbursement requests, professional development records and related payroll reporting.
• Maintain and update Human Resources information systems, applicant tracking systems, employee databases, personnel spreadsheets, badge access, and electronic and physical personnel files.
• Generate reports, spreadsheets, mail merges, and personnel documentation to support Human Resources, Payroll, Administration and district leadership.
• Coordinate hiring and onboarding for coaches, summer school employees, substitutes, student teachers, interns, fellows, volunteers, vendors, custodians, transportation and food service personnel.
• Manage employee identification badges, building access, account updates, and personnel system changes for new hires, transfers, and departing employees.
• Serve as liaison between Human Resources, Payroll, school principals, department directors, Information Technology, and external agencies to ensure timely processing of personnel actions and effective communication.
• Coordinate employment verification requests, Public Service Loan Forgiveness (PSLF) documentation, licensure reporting, and other employment-related records requests.
• Order and maintain office supplies and equipment for Central Office departments while supporting day-to-day administrative operations.
• Conduct research, develop job descriptions, compile data, prepare reports and complete special projects to support Human Resources and district administration.
• Maintain confidentiality while exercising independent judgment, prioritizing competing deadlines and managing multiple complex administrative processes simultaneously.
• Provide administrative support and problem-solving assistance for district staff, administrators, and community members, serving as a key resource for Human Resources and Central Office operations.
• Other duties as assigned

Preferred Qualifications

• Bachelor’s degree
• Experience in administrative assistant / clerical roles
• Three years of progressively responsible administrative experience
• Experience working with confidential records
• Excellent written and verbal communication skills
• Strong customer service skills
• High degree of accuracy and attention to detail
• Advanced proficiency in Microsoft Office and Google Workspace
• Ability to learn multiple HR and payroll software systems
• Ability to maintain confidentiality
• Bilingual or multilingual skills a plus

Physical Requirements

The physical demands described are representative of those necessary to successfully perform the essential functions of this position.

• Ability to sit for extended periods.
• Frequent use of computers and standard office equipment.
• Occasional lifting of files and materials up to 25 pounds.
• Ability to move throughout school buildings as needed.

Work Environment

Work is primarily performed in an office setting with frequent interaction with students, families, staff, and the public. Occasional evening hours may be required during registration events or district activities.

Terms of Employment

• Full-time, full year position
• Salary established by the Superintendent based upon experience and qualifications
• Benefits in accordance with district policy for non-union administrative personnel

Employment Eligibility

• Employment is contingent upon successful completion of a CORI and SORI background check and fingerprint-based national criminal history check, in accordance with Massachusetts law.
• In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.