FT Human Resources Administrative Assistant, District-Wide - Manheim - Manheim Central School District

Description

The Manheim Central School District is hiring a FT Human Resources Administrative Assistant to join our District Office.
This position provides accurate, timely, and confidential administrative support to the Human Resources Department and in conjunction with all other district departments. This position supports recruitment, onboarding, personnel documentation, HRIS functions, compliance tracking, and high-volume customer service for employees, applicants, and the public.
ESSENTIAL FUNCTIONS
All responsibilities are completed with a focus on high-quality customer service for both internal and external stakeholders. Duties include, but are not limited to:
Recruitment & Staffing Support

• Coordinates the full interview process including scheduling, communication with applicants and interview teams, reference checking, and preparation of materials.
• Maintains accurate and timely job postings on the district website and within HR Information Systems (HRIS).
• Assists with recruiting activities, including preparing materials and attending job fairs on behalf of the district.
• Screens application materials for completeness and ensures required documents are collected and filed; reviewing applications, verifying completeness, supporting recruitment workflows.

Onboarding, Employment Processing & Compliance

• Monitors employee clearances and ensures all pre- and post-employment requirements are met in accordance with district policy and state/federal regulations.
• Processes employment documents, collects forms, updates HRIS, and maintains personnel files in accordance with retention and confidentiality standards.
• Coordinates emergency permits, Act 86 requirements, and certification tracking including PIMS reporting, Level I-II certifications, Act 48, and paraeducator qualifications.
• Issues annual reasonable assurance letters and supplemental pay contracts.

HRIS, Data Management & Reporting

• Manages the electronic attendance system for all district employees in conjunction with HRIS processes.
• Tracks evaluations, licensure, clearances, and other recurring employee documentation.
• Ensures accurate data entry and assists in compiling HR reports as needed; data entry, maintaining HR databases, compiling reports.

Employee Relations & Customer Service

• Serves as a primary point of contact for routine HR questions, providing accurate and timely information.
• Assists employees, supervisors, and the public with general inquiries with professionalism and discretion.
• Coordinates substitute management issues with STS, including blocking substitutes, tracking consecutive days, and obtaining clearance results for approval.

Departmental Operations

• Maintains calendars and schedules appointments for the Human Resources Department.
• Provides backup coverage for the District Office front desk, other Business Office functions, and performs daily district mail processes.
• Supports the file room organization, record retention processes, and ongoing maintenance of confidential personnel files.
• Assists with the annual staff recognition program in coordination with the Human Resources Director.
• Performs other related duties as assigned.

MINIMUM REQUIREMENTS

• High school diploma or equivalent required.
• Two to three years of administrative assistant experience, preferably in a public school, HR, or compliance-driven environment.
• Prior experience with HRIS or similar data systems preferred.

KNOWLEDGE & SKILL REQUIREMENTS

• Proficiency with computers, office phones, Microsoft Office Suite, Google suite, and ability to learn additional HR software.
• Ability to maintain confidentiality with sensitive personnel information.
• Strong interpersonal skills with consistent use of tact, diplomacy, and service-oriented communication.
• Ability to be proactive, plan ahead, and anticipate needs of the department, acting in an intentional and organized manner.
• Ability to handle high-volume workloads, shifting priorities, and time-sensitive deadlines.
• Ability to interpret, analyze, organize, and prioritize information.
• Ability to work effectively within a team and independently with limited supervision.
• Ability to remain flexible, calm, and professional during emergency or crisis situations.
• Must be cooperative, dependable, and customer-focused.
• Active listening, speaking, critical thinking, service orientation, time management.

PHYSICAL/MENTAL/ENVIRONMENTAL DEMANDS
Physical Demands

• Sitting: 80%; walking/standing: 20%
• Light to moderate lifting - up to 25 pounds
• Normal vision requirements

Mental Demands

• Interpretation, analysis, organization, prioritization, evaluation, and problem solving. Ability to communicate (write/speak/read) clearly in English. Proactive and innovative mindset.

Environment

• Standard office and school environment.
• Frequent interruptions and periods of high activity.

EVALUATION:
Performance of this job will be evaluated annually by the Director of Human Resources.
TERMS OF EMPLOYMENT:
The Human Resources Administrative Assistant position is a twelve (12) month position.
Why Choose Manheim Central School District:

• Mission-driven environment: At Manheim Central, our mission serves as the guiding force in all that we do. You will have the opportunity to be part of a passionate team working together to provide an exceptional education to our students.
• Supportive professional growth opportunities: We believe in investing in our employees' professional development. As a member of our team, you will have access to ongoing training, workshops, and resources to further enhance your skills and advance your career.
• Failing-forward mindset: We embrace risks and support those who dare to defy what's normal in order to provide our students with the dynamic education and experience they deserve. Innovation is a core value at MC.

We appreciate your interest in joining our dedicated team at Manheim Central. We look forward to reviewing your application and potentially welcoming you to our school community. Please note: Relevant school experience is considered when calculating salary.
About Manheim Central School District: Our mission is to empower students with the knowledge, skills, and values necessary to become responsible, productive citizens in a rapidly changing world. We strive to create a safe and inclusive learning environment that promotes academic achievement, critical thinking, and character development.