Administrative Assistant - HR

ABOUT THE SCHOOL:

Located in the heart of Oakland, Western Pennsylvania School for Blind Children is a one-of-a-kind educational experience committed to empowering our students to realize their full potential. The School also provides vital early intervention and outreach services to visually impaired students, with or without additional challenges, throughout western Pennsylvania. Founded in 1887, our School is best equipped to care for and educate students with visual impairments. As a private institution chartered by the Commonwealth of Pennsylvania, the School educates approximately 200 enrolled students from 80-85 school districts within western Pennsylvania.

POSITION SUMMARY:

The HR Administrative Assistant provides day-to-day administrative support to the Human Resources department and assists with the efficient operation of the HR office. This position performs a variety of administrative duties, including maintaining employee records, preparing correspondence and documents, coordinating meetings and appointments, assisting with employee communications, managing information in HR systems, and providing general administrative support to the HR team.

The position also provides administrative support for employee attendance and staffing processes, including monitoring designated systems, communicating staff absences and schedule changes, and distributing approved staffing and coverage information. The position does not make staffing or scheduling decisions but ensures that information is accurately documented and communicated to the appropriate individuals.

FLSA Status: Non-Exempt

Working Schedule: Year-Round; Mondays through Fridays; 6:45a - 2:45p

Compensation: TBD based upon education and experience

RESPONSIBILITIES:

General Administrative Support

• Provide day-to-day administrative support to the Human Resources department.
• Schedule meetings, appointments, orientations, and other HR-related activities.
• Maintain calendars and assist with coordinating meetings and events.
• Prepare correspondence, letters, forms, reports, spreadsheets, presentations, and other documents.
• Perform data entry and maintain accurate and organized electronic and paper records.
• File, scan, copy, organize, and distribute documents as needed.
• Assist with preparing materials for meetings, trainings, orientations, and other HR activities.
• Maintain organized HR files and records in accordance with established procedures.
• Assist with tracking employee information, deadlines, certifications, training requirements, and other HR-related items.
• Assist with routine HR reports and data collection.
• Provide administrative support for HR projects, initiatives, and special assignments.
• Assist with employee onboarding and offboarding activities, including preparation of materials, scheduling, paperwork, and system coordination.
• Assist with employee recognition, appreciation activities, and other department initiatives as assigned.

Employee Support

• Serve as a first point of contact for routine employee questions directed to the HR office.
• Provide employees with information regarding established HR processes and procedures.
• Direct questions requiring HR judgment, interpretation of policy, or supervisory involvement to the appropriate member of the HR team.
• Assist employees with locating forms, resources, and information.
• Maintain professionalism and confidentiality when handling employee information and concerns.

Attendance and Staffing Administrative Support

• Serve as an administrative point of contact for employees who need assistance reporting an absence or navigating the school's designated absence management system.
• Monitor the absence management system and ensure that absence information and related notifications are accurately documented and communicated.
• Provide administrative support for daily staffing and coverage processes, including communicating approved coverage assignments and schoolwide staffing changes.
• Communicate specialty teacher absences and other approved schedule or coverage information to appropriate employees and departments.
• Assist with the administrative coordination of substitutes, overtime opportunities, and other approved coverage resources.
• Escalate staffing, attendance, or coverage issues requiring a decision to the appropriate supervisor or administrator.
• Does not independently assign staff, approve overtime, determine coverage, alter schedules, or make staffing decisions.

HR Systems and Records

• Enter, update, and maintain accurate employee information in HRIS, attendance, scheduling, and other organizational systems.
• Assist employees with routine questions related to HR systems and processes.
• Monitor assigned systems for information requiring administrative follow-up.
• Maintain accurate and confidential employee records.
• Assist with audits and periodic reviews of employee records and HR data.
• Ensure documentation is complete, accurate, and maintained in accordance with established procedures.

Confidentiality and Compliance

• Maintain strict confidentiality of employee, student, family, and organizational information.
• Handle sensitive personnel information with discretion and professionalism.
• Follow all WPSBC policies, procedures, and applicable employment laws and regulations.
• Maintain appropriate boundaries when handling employee concerns and confidential information.
• Promptly refer sensitive, complex, or potentially disciplinary matters to the Director of Human Resources or appropriate administrator.

Other Duties

• Participate in required meetings, training, and professional development activities.
• Provide backup administrative support to other members of the HR team as needed.
• Assist with special projects and organizational initiatives.
• Perform other duties as assigned by the Director of Human Resources.

An Equal Opportunity Employer

QUALIFICATIONS:

Required

• High school diploma or equivalent and prior administrative, office, customer service, or related experience preferred. Equivalent combination of education and experience may be considered.
• Previous administrative, office, customer service, human resources, or related experience.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Office, email, calendars, and other standard office technology.
• Comfortable using technology and able to quickly learn and navigate multiple computer systems, software applications, and online platforms.
• Ability to learn and effectively use HR, attendance, scheduling, and other organizational systems.
• Ability to work independently while recognizing when a situation requires assistance or escalation.

Preferred

• Associate degree in business administration, human resources, or a related field.
• Experience with an HRIS, attendance management system, scheduling system, or similar workforce management software.
• Experience working in a school, healthcare, nonprofit, or other service-oriented environment.

Physical Requirements

The employee must be able to perform routine office activities, including sitting, standing, walking, bending, reaching, lifting and carrying routine office materials, and operating standard office equipment. The employee must be able to communicate effectively in person, by telephone, and through electronic communication.

Disclaimer

This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications required. Duties and responsibilities may be modified as organizational needs change.