Human Resources Administrative Assistant

The Human Resources Administrative Assistant provides executive-level administrative and operational support to the Assistant Superintendent of Human Resources within the district. This onsite role serves as a key point of contact while managing end-to-end personnel workflows, with an emphasis on confidentiality and accuracy in sensitive records and systems.

Key Responsibilities

• Provide comprehensive administrative support to the Assistant Superintendent of HR, including calendar management, correspondence, meeting preparation, and board packet documentation.
• Monitor HR project deadlines, process purchase orders, maintain physical and electronic file retention systems, and support general office operations.
• Prepare, proofread for accuracy, and distribute routine HR communications, announcements, newsletters, informational materials, and other department correspondence.
• Coordinate recruitment activities, including posting vacancies, scheduling interviews, processing applications, communicating with applicants, and compiling interview materials.
• Support pre-employment compliance by tracking background checks and fingerprinting, drug screens, physical examinations, reference checks, and Faith’s Law requirements.
• Facilitate end-to-new employee onboarding by preparing new hire packets, monitoring completion of required employment forms, and coordinating cross-departmental setup (Finance, Tech, Special Ed).
• Track and maintain Professional Educator Licenses (PEL), endorsements, certifications, registrations, and other required credentials.
• Complete employment verifications, prior service forms, and other requested employment-related documentation.
• Establish, maintain, audit, and secure confidential personnel files and electronic records in accordance with district procedures, records retention requirements, and applicable laws.
• Maintain accurate records related to employee status, assignments, salary or wage changes, building assignments, leaves, resignations, retirements, evaluations, seniority, recall lists, and other personnel actions.
• Enter, update, and maintain employee information across district HR systems, including personnel, attendance, applicant tracking, evaluation, and substitute management systems.
• Generate routine and ad-hoc reports and assist with required statutory and regulatory reporting, including ISBE, TRS, IMRF, IDES, and file audits.
• Administer confidential leave processes (FMLA, disability, sick leave, bereavement, return-to-work) in coordination with Payroll and supervisors.
• Maintain official records related to sick leave banks and other district leave programs.
• Assist with unemployment claim documentation and other employment-related administrative processes.
• Support substitute staffing operations, including recruitment, onboarding, system registration, placement support, and the preparation and processing of substitute, stipend, and non-certified payroll information as applicable.
• Assist with planning and coordinating new employee orientation, substitute training, teacher assistant training, mentoring activities, professional development, workshops, and other HR-sponsored training.
• Provide responsive customer service to staff and applicants regarding HR forms, policies, standard operating procedures, and contractual provisions.
• Support HR initiatives focused on recruitment, onboarding, employee experience, retention, recognition, and communication, including service milestones, attendance awards, and the annual 20-Year Service & Retirement Celebration.
• Assist with district registration and other districtwide initiatives as assigned, including occasional after-hours coverage, and perform other duties as assigned by district leadership.

Required Qualifications

• High School diploma required.
• High attention to detail, including proofreading precision.
• Strong written and verbal communication.
• Ability to manage competing priorities independently.
• Unwavering commitment to handling confidential information with discretion.

Preferred Qualifications

• Associate degree in HR, Business/Office Administration, or related field.
• Prior administrative experience in a school district or HR environment.
• Familiarity with the Board of Education’s Personnel policies and applicable collective bargaining agreements.

Technologies & Systems

• Microsoft Office
• Google Workspace
• Applicant tracking
• Attendance
• State reporting
• Substitute management
• Skyward
• ISBE
• TRS
• IMRF
• IDES

Compensation & Location

Location: Alton, IL (onsite)

Salary: USD 28 - 33 per hourly

Minimum experience: 1 year

Benefits

• Dental insurance
• Health insurance
• Life insurance
• Retirement plan
• Vision insurance

Job Description Disclaimer

The statements contained in this job description are intended to describe the general nature and level of work performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, knowledge, skills, abilities, or working conditions associated with the position. Duties and responsibilities may be modified, expanded, or reassigned as necessary to meet the needs of the Human Resources Department and the District.