Human Resource Services Specialist

Job Title: Human Resource Services Specialist
Reports to: Director of Human Resource Services
Date Revised: 6/12/25
Dept./School: Human Resource Services

Primary Purpose:
Provide support for daily human resource operations. Handle routine human resource inquiries and provide responsive and knowledgeable assistance to employees.
 

Qualifications:
 

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:
Proficiency in keyboarding and file maintenance
Ability to use software to develop spreadsheets, databases, and do word processing
Ability to perform basic math
Ability to read, speak and understand English
Excellent organizational skills
Effective communication and interpersonal skills

Experience:
Two years of clerical experience; Human Resources experience preferred

Major Responsibilities and Duties:
HR Support
1. Handle routine human resource inquiries to ensure a high level of service and responsive, knowledgeable support for employees and their supervisors. Explain human resource policies and practices to employees as appropriate.
2. Assist with maintaining the human resource information database to ensure that employee information is accurate, current, and reliable.
3. Assist with preparing and distributing or posting job vacancy announcements and advertisements as needed.
4. Complete new hire processing steps for assigned campuses and departments including, but not limited to the following:
 

SBEC uploads for fingerprinting;
Issue Letters of Intent;
Confirm complete and clear background;
Complete and issue new hire salary letters;
Prepare and distribute new hire employment contracts and letters of assurance;
Conduct new hire orientation.

Certification and Licensing
5. Verify certification with the Texas State Board of Educator Certification (SBEC), universities, colleges, and education agencies in other states. Assist new paraprofessionals with obtaining SBEC certification.
6. Assist principals and Director of Human Resource Services in identifying appropriate certification requirements for teacher assignment according to SBEC assignment criteria.
7. Track certification, testing, and permit status and follow-up with employees to ensure completion of certification requirements within established timelines. Process SBEC permit applications and monitor permit status.
8. Research and maintain current information on SBEC and No Child Left Behind (NCLB) rules, certification requirements and processes, and testing dates.
 

Records, Reports, Correspondence and File Management
9. Maintain files for all employees and applicants, including receiving and routing of changes (e.g., name, address changes).
10. Process requests for official district records, including maintaining log of records requests, retrieving documents, copying, and mailing records as needed.
11. Enter and update employee information in central database as needed.
12. Respond to requests for verification of employment.
13. Prepare and maintain employee service records as assigned.
14. Administer the records storage and destruction process of personnel records following established records retention schedule and requirements of the Texas State Library and Archives Commission. Assist with the purging of records and coordinate imaging of inactive human resource records.
15. Distribute employee handbooks as needed.
16. Compile, maintain, and file all reports, records, and other documents as required including maintaining a database of certification and licensing information for certified or licensed professionals, paraprofessionals, and auxiliary employees.
17. Maintain employee leave records, including confidential medical information in accordance with federal and state laws and regulations and district policies and procedures.
18. Prepare correspondence, forms, and reports according to district standards and requirements.

Leave Administration
19. Counsel with employees and supervisors concerning leave benefits and provide employees with accurate information related to absences such as deductions from pay, medical certification requirements, return-to-work dates, and fitness-for-duty requirements.
 

Other
20. Assist with answering and responding to incoming calls, taking reliable messages, and routing to appropriate staff as needed.
21. Assist with greeting visitors and assisting employees and applicants with employee applications and required paperwork as needed.
22. Ensure all requests for information are dealt with in an appropriate time frame.
23. Create and maintain a welcoming, service-oriented environment toward all internal and external customers.
24. Comply with policies established by federal and state laws and regulations, and local board policy.
25. Maintain confidentiality in the conduct of district business.
26. Demonstrate regular and prompt attendance; comply with notification procedures for absences.
 

Supervisory Responsibilities:
None
 

Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals; imaging equipment
Posture: Frequent walking, standing, bending/stooping, and reaching. Occasional pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light to moderate lifting and carrying (less than 44 pounds)
Environment: May work prolonged or irregular hours
Mental Demands: Work with frequent interruptions; maintain emotional control under stress