Human Resources Services Specialist

Tacoma Public Schools; Washington; On-site; USD 52,000 - 74,000; Full time

Benefits offered by this job

Full benefits package

Job summary

Tacoma Public Schools is seeking a detail‑oriented HR support professional for Employment Services and district substitutes. You will input and manage data in the HRIS, process postings, screening, and testing coordination aligned with policy and bargaining agreements.

The role emphasizes accuracy, confidentiality, and timely data entry for payroll and personnel records, with opportunities to support various HR processes across the district.

Qualifications

• Associate’s degree or equivalent in HR, computer science, data entry, or related field.
• Three years of data entry experience; experience with HR systems preferred.

Responsibilities

• Provide HR support for Employment Services and substitute hiring.
• Manage applicant tracking database and job postings.
• Verify data accuracy in HRIS and reports.
• Maintain employee records for compliance with policies.
• Assist with certifications and licensure tracking.
• Prepare employment and deployment correspondence.

Skills

Customer service

Data entry

HR systems

Attention to detail

Multitasking

Education

Associate’s degree or equivalent training

Tools

HRIS systems

Job description

Tacoma Public Schools

Expected Start Date: December 2026

FTE: 1.0

Hours per day: 8

Salary Level: PT6 $38.36 - $54.08 DOE

Work Year: Professional Technical; 12-month; 260 days

Benefits: This job has the full range of benefits offered by Tacoma Public Schools

Additional Information: Salary placement is based on verifiable LIKE work experience.

The successful candidate will have experience in Human Resources hiring processes and systems.

This position serves as a member of a team that provides human resources support for Employment Services and the hiring process for District Substitutes and temporary employees; performs data entry activities to input information in the District’s computerized Human Resources information system and other department databases; ensures compliance with Federal, State and District policies; prepares and compiles a variety of personnel-related correspondence and reports.

ESSENTIAL JOB FUNCTIONS

1. Works as a team member to provide excellent customer service with efficient and effective human resources assistance for District Substitute and Employment Services; consults with other staff as necessary to verify data entered in the human resources information system and in reports is accurate and timely for the purpose of providing human resources support.
2. Maintains and updates applicant tracking database; processes certificated and classified substitute and temporary open position announcements; updates postings on the Human Resources website; confers with school and program administrators to obtain information in order to post jobs accurately; screens applications for minimum qualifications and collective bargaining agreements; oversees required testing of selected candidates for all assigned District positions; sends regret letters; closes files for the purpose of supporting substitute and temporary hiring activities for the District staff.
3. Reviews and processes substitute and temporary recommendations to hire for approval for the purpose of supporting substitute and temporary hiring activities for the District staff.
4. Prepares a variety of employment and deployment correspondence, including, but not limited to, notice of reasonable assurance, non-selection letters and letters of confirmation for the purpose of providing support to the District’s Substitute Services.
5. Creates and ensures accuracy of computer records for substitute and temporary staff, including pay, assignments and personal data; processes other substitute and temporary personnel actions including transfers, resignations, retirements; processes and tracks new substitute hires ensuring all required documents are provided; proofreads, edits and updates employee records in the human resources information system for the purpose of ensuring compliance with Federal, State and District policies.
6. Ensures Federal and State Highly Qualified and ESEA compliance for substitute staff; analyzes substitute dispatch records to ensure qualifications for long term substitute assignments for the purpose of ensuring compliance with Federal, State and District policies.
7. Analyzes, monitors and processes endorsements, certification type and licensing verification and registration for substitute and, if applicable, temporary candidates and District substitute staff assignments; accesses state databases to obtain certification information; directs employees on procedures for renewing or applying for professional certification and licensure; monitors and notifies substitute staff of certificate and license expiration; advises substitute staff of changes in certification regulations and procedures; apprises HR Administrator and staff to identify and/or resolve potential certification and/or licensing issues for the purpose of ensuring compliance with District policies, Federal and State regulations, OSPI certification and Federal and State Highly qualified and Out Of Endorsement reporting.
8. Maintains current knowledge of relevant multiple bargaining unit agreements and ensures information is used to identify and screen substitute and temporary candidates correctly according to the contract provisions of the individual bargaining agreements; maintains current knowledge of certification, licensure and highly qualified rules, regulations and requirements; responds to inquiries from District staff related to procedures and data requirements for the purpose of ensuring compliance with Federal, State and District policies.
9. Complies, maintains and distributes routine and confidential correspondence, reports, lists, payroll transaction notices and memoranda; downloads reports to verify information; validates data integrity through report analysis; performs student teacher tracking analysis; reconciles information and takes appropriate action; performs substitute-related data entry activities into HRIS and payroll system; edits and designs format for input on reports for the purpose of ensuring compliance with Federal, State and District policies.
10. Reviews the long-term substitute data for assignment compliance; identifies changes in substitute pay rate and eligibility for replacement contract or temporary assignment; works with staff and administrators to identify and resolve issues; prepares reports from the substitute dispatch system to assist the Director with review of substitute fill rates, potential attendance issues and other research for the purpose of providing support to the District’s substitute services.
11. Collaborates with the Employment Services and Substitute Services staff and the HR Administrative team to develop and continuously improve procedures for the department; works together with the department staff to resolve problems; promotes a high quality customer service environment; assists other staff during peak periods for the purpose of serving as a member of a team.

OTHER JOB DUTIES

1. Maintains and updates knowledge and skills necessary for success in the position by participating in professional development activities, as needed or as assigned.
2. Prepares and presents periodic status reports to Supervisor on work being performed in the position.
3. Performs as back-up to other staff and performs related duties, as assigned, on a temporary basis.
4. Collaborates with and provides assistance to other department staff and occasional extra-help staff.
5. Attends various meetings and training workshops related to the work.
6. Regular, reliable, predictable attendance or physical presence is an essential job requirement and critical to the performance of the work.

CONDITIONS

Office environment; experiences prolonged visual concentration and exposure to video display; frequent interruptions; may be required to work with difficult and sensitive situations; experiences prolonged sitting and concentration to detail; may be required to lift and carry up to 20 pounds, bend, squat, stoop, kneel, crouch, walk, twist, climb, and/or be mobile.

Education and Experience

Associate’s degree or equivalent vocational training in human resources, computer science, data entry, or related field and three years of data entry experience; experience with human resources systems preferred; or any combination of experience and training which provides the applicant with the knowledge, skills and ability required to perform the work.

Allowable Substitution

Equivalent combinations of education and experience will be evaluated by the Human Resources Department for comparability.

Licenses/Special Requirements

Fingerprints and successful WSP and FBI background clearance/sexual misconduct clearance.

Knowledge, Skills, and Abilities

Knowledge of Federal, State and District regulations, standards and processes governing HR matters.

Knowledge of human resources and employment practices.

Knowledge of best hiring practices.

Knowledge of EEOC regulations to prevent unfair hiring practices.

Knowledge of policies and Federal and State regulations related to certification, transcripts, and Highly Qualified.

Knowledge of school district records processing and procedures.

Knowledge of human resources payroll/personnel systems.

Knowledge of spreadsheet applications software.

Knowledge of correct grammar, spelling, and English usage.

Skill in keyboarding and operating basic office machines.

Skill in providing quality customer service.

Skill in word processing and spreadsheet software.

Skill in obtaining, clarifying, and exchanging information.

Ability to enter data with a high degree of accuracy.

Ability to analyze data from a variety of sources to ensure accuracy.

Ability to use information technology.

Ability to accurately perform mathematical calculations.

Ability to concentrate on detail and be precise.

Ability to multi-task, set priorities, and meet deadlines.

Ability to communicate effectively, both orally and in writing.

Ability to provide effective training to other staff.

Ability to exercise independent critical thinking, sound judgment and maintain confidentiality.

Ability to work effectively without direct supervision.

Ability to demonstrate reasonable, reliable, and regular attendance.

Ability to establish and maintain effective working relationships with a variety of people in a multi-cultural diverse, socio-economic setting.

Ability to participate as a team member.

Ability to work with difficult and/or sensitive situations to provide appropriate resolutions.