Personnel Assistant

Jefferson-Lewis-Hamilton-Herkimer-Oneida BOCES; Gurn Spring (NY); On-site; USD 40,000 - 45,000; Full time

Job summary

Washington-Saratoga-Warren-Hamilton-Essex BOCES is seeking an entry-level HR records specialist to maintain personnel systems and databases on-site in Wilton, NY. You will support HR, Payroll, and the Regional Certification Office by ensuring accurate records and coordinating onboarding and offboarding tasks.

Responsibilities include managing confidential employee data, TEC capabilities, and recruiting coordination for summer programs, while processing invoices and providing public-facing

Qualifications

• Bachelor’s degree or higher required in Education, HR, Business, Public Administration, Labor Relations or related field.
• Associate’s degree plus two years of work experience in HR, educational environment or customer service.
• High school diploma or equivalent plus four years of HR/education/customer service experience.

Responsibilities

• Maintains confidential employee information in HR systems and databases and coordinates data maintenance, audits, and administrative processes.
• Manages certification and licensure records for TEACH applicants and updates the Regional Certification Officer weekly.
• Handles onboarding activities by reviewing hiring documents for data completeness.
• Supports recruiting, onboarding, and acts as liaison for summer programs across districts.
• Assists with employee separation and offboarding processes, ensuring documentation is complete and filed.
• Prepares coaching evaluations for Regional Certification Officer review.
• Maintains certification/licensure database and follows up as expiration dates approach.
• Tracks evaluations, correspondence, and documents received by the Regional Certification Office.
• Sends invoices to applicants and tracks payments.
• Greet the public and employees; answer certification inquiries or direct as needed.

Education

Bachelor’s degree or higher in Education, Human Resources, Business, Public Administration, Labor Relations or related field

Associate’s degree in Education, Human Resources, Business, Public Administration, Labor Relations or related field

High school diploma or equivalent with 4 years in HR/customer service

Job description

Number of Positions :1

Salary: $40,000-$45,000, commensurate with experience relevant to the position

Work Hours: Monday - Friday; 7:30A-3:30P

Location: Wilton, NY (onsite, no remote option)

This position is an entry-level role within WSWHE BOCES responsible for the daily maintenance of various personnel systems and electronic databases. The position supports Human Resources, Payroll, and the Regional Certification Office by ensuring accurate record-keeping, facilitating timely communication, and assisting with the onboarding and offboarding of BOCES staff, including other related duties as required.

• Enters, updates, and maintains confidential employee information in personnel information systems, electronic databases, and related human resources applications; coordinates recurring personnel data maintenance, system updates/rollovers, audits, and administrative processes;
• Manages certification and licensure credentials for TEACH applicants by entering documentation in an internal database, recording items received in TEACH, and weekly updates to the Regional Certification Officer specific to new applications for certification and licensure;
• Provides correspondence to applicants applying for coaching licenses, highlighting the process to obtain licensure;
• Assists with onboarding activities by reviewing hiring documents to ensure completion of necessary data;
• Manages recruiting, onboarding, and acts as a liaison for summer programs in component districts;
• Provides administrative support for employee separation and offboarding processes, ensuring required documentation and records are completed and maintained;
• Prepares coaching evaluations for final review by Regional Certification Officer;
• Maintains certification and professional licensure database and follows up with certified/licensed BOCES staff as appropriate when expiration dates approach;
• Tracks evaluations, correspondence, and recorded documents received in the Regional Certification Office;
• Sends invoices to applicants and tracks payment;
• Greets the public and employees, answers certification telephone with answers to general questions and refers as needed if answer is unknown;
• Assumes additional duties as assigned.

• Possession of a Bachelor’s degree or higher in Education, Human Resources, Business, Public Administration, Labor Relations or related field; OR

• Possession of an Associate’s degree in Education, Human Resources, Business, Public Administration, Labor Relations or related field, and two (2) years of work experience in Human Resources, an Educational Environment and/or Customer Service-related function; OR

• Graduation from high school or possession of a high school equivalency diploma and four (4) years of work experience in Human Resources, an Educational Environment and/or Customer Service-related functions.

• Diverse candidates are encouraged to apply

Note:Vacancies are filled by a certified list provided by Washington County Civil Service. Should no certified list be available, candidates appointed to this position will serve in a provisional appointment in accordance with New York State Civil Service Law. The candidate must successfully complete a competitive examination and be eligible for appointment in accordance with Civil Service Law and the Civil Service Rules for Washington County to obtain a permanent appointment.

The Washington-Saratoga-Warren-Hamilton-Essex BOCES does not discriminate in its programs and activities, including employment and admission as applicable, on the basis of actual or perceived race, color, creed, sex, sexual orientation, national origin, religion, age, economic status, marital status, veterans' status, political affiliation, domestic victim status, use of a guide dog, hearing dog or service dog, disability, or other classifications protected under federal or state law, and provides equal access to the Boy Scouts and other designated youth groups. The designated district compliance officer(s) will coordinate compliance with the nondiscrimination requirements of Title VI and Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, the Americans with Disabilities Act of 1990, as amended, the Boy Scouts of America Equal Access Act, and the New York State Human Rights Law. The WSWHE BOCES Civil Rights Compliance Officers are: Katelynn Attanasio and David Ashdown, Washington-Saratoga-Warren-Hamilton-Essex BOCES, 267 Ballard Road, Suite 5, Wilton, NY 12831. phone: [phone], email: [e-mail]. Complaints may also be filed with the Office for Civil Rights, New York Office, U.S. Department of Education, 32 Old Slip, 26th Floor, New York, NY 10005- 2500, phone [phone], fax [phone], email: [e-mail].