Staffing Specialist (School-Based)

Pittsburgh Public Schools; Pittsburgh (Allegheny County); On-site; USD 60,000 - 75,000; Full time

Job summary

Pittsburgh Public Schools is seeking a Staffing Specialist to support hiring across schools and departments, manage internal staffing seasons, and guide managers through selection and orientation of new hires and transfers.

The role collaborates with Recruitment and HRIS teams to meet district staffing needs, ensuring compliant practices and a positive candidate experience throughout the process.

Qualifications

• Ability to work collaboratively as a team player, under pressure with multiple competing deadlines, and with diverse internal and external customers.
• Demonstrated proficiency in MS Excel, Access, PowerPoint, Outlook, and Word (Frontline, and PeopleSoft/Munis preferred).
• Strong analytical skills and an aptitude for data.
• Demonstrated project management and presentation skills, attention to detail, organized and able to meet frequent deadlines.
• Working knowledge of school systems, collective bargaining agreements, human resource practices, and employment laws.

Responsibilities

• Lead and implement the staffing of internal staffing seasons, class size adjustments, new employee orientation, and hiring of various positions across assigned schools and departments including, but not limited to, teachers, counselors, social workers, secretarial/clerical employees, nurses, paraprofessionals, project assistants, project managers, tutors, and playground monitors.
• Educate, consult, and advise hiring managers to ensure HR practices comply with regulations, district protocols, and collective bargaining agreements.
• Track and manage permanent vacancies to meet schools' and departmental staffing needs.
• Coordinate the selection process: screening applicants, preparing materials, scheduling interviews, and vetting candidates.
• Engage with candidates throughout the selection process to provide a quality experience.

Skills

Team collaboration

Communication skills

Adaptability

Organization

Attention to detail

Education

Bachelor's Degree

Tools

MS Excel

Access

PowerPoint

Outlook

Word

Frontline

PeopleSoft/Munis

Job description

JOB DESCRIPTION SUMMARY

The Staffing Specialist is directly supervised by the Director of Talent Management and is responsible for supporting an assigned group of schools and departments in meeting their hiring needs in addition to managing internal staffing seasons and other staffing processes. The Staffing Specialist will provide support to hiring managers in the selection, orienting, and placement of new hires and transfers. The Staffing Specialist is the Human Resources point of contact for assigned school-based and departmental hiring managers and new hires. The Staffing Specialist works closely with the Recruitment and Human Resources Information Systems (HRIS) teams within the Talent Management Division of the Human Resources Department as it relates to meeting school-based recruitment and hiring needs.

WORK MONTHS

12 months

ESSENTIAL FUNCTIONS

• Lead and implement the staffing of internal staffing seasons, class size adjustments, new employee orientation, and hiring of various positions across assigned schools and departments including, but not limited to, teachers, counselors, social workers, secretarial/clerical employees, nurses, paraprofessionals, project assistants, project managers, tutors, and playground monitors.
• Educate, consult, and advise hiring managers for the purpose of ensuring human resource practices are implemented in accordance with state and federal regulations, District protocols, and collective bargaining agreements, to ensure positions are filled efficiently, in compliance, and with high-quality candidates.
• Track and manage permanent vacancies in accordance with Human Resources procedures in order to meet schools' and departmental staffing needs.
• Coordinate the selection process, including screening applicants, preparing selection materials, scheduling and/or facilitating interviews, and vetting recommended candidates.
• Engage with candidates throughout the selection process regarding their candidacy to ensure a quality experience.
• Determine salary placement and extend employment offers to recommended candidates, ensuring both candidates and hiring managers have clear expectations throughout the hiring process.
• Ensure all pre-employment documents and personnel folders (e.g. clearances, health appraisal, payroll, benefits, etc.) are acquired, reviewed, tracked appropriately and created for each new hire, promotion, or transfer.
• Analyze applicant pools weekly to ensure that a diverse pipeline of candidates is available for hiring managers.
• Work closely with the Recruitment Team to provide them with accurate staffing challenges and upcoming needs.
• Provide the Staffing Assistant - Substitute Services with substitutes needs for bona-fide vacant positions in schools and departments.
• Coordinate, implement, and refine the school-based professionals and paraprofessionals internal transfer seasons, external hiring and class size adjustment processes.
• Collaborates with the Budget Team within the Finance Department to maintain and monitor position control for the District for the purpose of ensuring FTE allocation are within the District's school site-based budget allocations.
• Prepare selection and orientation materials for the hiring and orientation process.
• Collaborate with the Professional Learning Department and HR Recruitment Team to provide information and assist in the development and implementation of New Employee Orientation to ensure new employees receive orientation to District culture, practices, and policies.
• Participates in meetings with union representatives as requested to address and resolve staffing concerns and operational processes.
• Handle staffing inquiries in a responsive, customer-focused manner, providing comprehensive information and advice.
• Manage and organize the communications sent and received from shared HR email accounts.
• Assist in the imple entation of the recruitment strategy for District positions by participating in recruitment events.
• Provide regular updates and recommendations to the Director of Talent Management regarding staffing procedures, progress towards goals and challenges to meeting staffing goals.
• Participate in departmental, team, and individual planning and goal- setting.
• Communicate effectively and confidentially at all levels, over the phone, face-to-face, and electronically.
• Organize and maintain paper and electronic files.
• Serve as a backup to generate ID badges in the absence of assigned Human Resources personnel.
• Other relevant duties as assigned by supervisor in support of the department's or school's goals and objectives and the District's mission and Superintendent's Priority Goals.

EDUCATION REQUIRED

Bachelor's Degree in Human Resources, Education, Management, Business or similar field (preferred).

YEARS OF EXPERIENCE

3 - 4 years of relevant experience with bachelor's degree.

or

5 - 8 years of relevant experience may be considered in lieu of degree

KNOWLEDGE, SKILLS, & ABILITIES

Ability to work collaboratively as a team player, under pressure with multiple competing deadlines, and with culturally, educationally, and racially diverse internal and external customers.

Demonstrated proficiency in MS Excel, Access, PowerPoint, Outlook, and Word (Frontline, and PeopleSoft/Munis preferred).

Strong analytical skills and an aptitude for data.

Demonstrated project management and presentation skills, attention to detail, organized and able to meet frequent and changing deadlines.

Working knowledge of school systems, collective bargaining agreements, human resource practices, federal and state employment laws and knowledge around Pennsylvania Department of Education certification requirements preferred.

Ability to exercise a high degree of confidentiality, professionalism, poise, tact and diplomacy to accomplish objectives.

Ability to innovate, research and think creatively.

A capacity to solve problems, to stay organized and manage multiple priorities simultaneously and respond effectively to frequent interruptions and urgent staffing matters.

Excellent verbal and written communication skills, in person, virtually, and in person.

Demonstrated professionalism and excellent oral and written communication skills.

Enthusiastic about the fundamental goal of advancing student achievement in an urban public school district.

Value, demonstrate, and promote diversity, equity, and inclusion.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

The working conditions and physical requirements described here are representative of, but not limited to, those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made.

Work is primarily performed in an office environment within a public school district setting, with frequent use of computers, HR information systems, and other office equipment.

Requires prolonged periods of sitting, standing, walking, and using a computer keyboard and monitor.