Human Resources Coordinator - Central Office

TITLE: Human Resources Coordinator - Central Office

POSITION OVERVIEW:

The HR Coordinator supports the full employee lifecycle at PPS, from posting a vacancy through hiring, credentialing, evaluation, leaves, benefits changes and separation. Under the direction of the Executive Director of Human Resources, the Coordinator performs analytical, technical and administrative duties across assigned HR functions.

The Coordinator manages job postings and the online application system, and helps screen candidates to ensure license, certification and credential requirements are met. The role keeps accurate, legally compliant personnel records; provides technical support for the evaluation systems; manages leaves (including FMLA, Maine PFML and ADA); and supports new employee orientation and benefits open enrollment.

The HR Coordinator is customer service oriented and responsive to the needs of past, present and future PPS team members, providing information to employees, administrators, applicants and the public on personnel functions, District policies and procedures.

This is a full time, year round position.

DUTIES AND RESPONSIBILITIES:

+ Recruitment and hiring

• Provide information on employment opportunities, salaries and District employment procedures, including the posting process
• Develop, distribute, post and monitor vacancy notices on applicable platforms
• Manage the online application system and assist applicants with questions about the application process
• Work with school and department hiring managers to screen applications and verify required credentials, certifications and licenses
• Process hiring for internal and external candidates
• Process Personnel Requisitions for vacancies, stipends and extra assignments
• Maintain hiring files
• Help plan and support new employee orientation
• Provide backup to HR Analysts during peak hiring periods (typically May-August; cross-training required)

+ Evaluations

• Maintain evaluation lists and notify site administrators and supervisors of staff due for evaluation
• Prepare probationary and annual evaluations; receive, process and file completed evaluations
• Manage and troubleshoot the online evaluation system for all staff
• Support evaluation training for staff

Leaves, accommodations and benefits

• Work with the HR Project Manager to manage and track all leaves and related absences
• Track, log and file time-sensitive materials for all leave types, including FMLA, Maine PFML, ADA, personal, medical, catastrophic, sabbatical, and paid and unpaid leave
• Communicate with employees, supervisors and medical professionals to coordinate the leave process; process leave timecards
• Gather data for and participate in ADA interactive meetings; track accommodations
• Assist the HR Project Manager in determining potential exhaustion of benefits; prepare and send related letters
• Request resignations or separations when a leave expires or an employee does not respond
• Monitor and balance sick banks for all bargaining unit employees
• Track and record once-in-a-lifetime requests
• Help manage the absence management platform

+ Records, reporting and compliance

• Establish and maintain departmental, legal, personnel and hiring files and filing systems
• Input and extract employee data in HR information systems; ensure accuracy and completeness of data, records and reports
• Run reports for PPS, MDOE, union partners and other agencies; perform backup duties for State personnel reporting
• Review materials for compliance with District policies, collective bargaining agreements, and applicable laws and regulations
• Interpret and apply collective bargaining agreement language; advise employees on HR programs, staffing policies and procedures
• Research current and new legislation affecting Human Resources
• Help the Executive Director create, implement, maintain and train staff on HR systems, including digital tools for hiring, processing and personnel file maintenance

+ Communication and customer service

• Work with staff, site and district administrators, applicants and outside agencies on personnel and hiring matters
• Monitor the HR/Benefits inbox and ticketing system, respond promptly and route inquiries appropriately
• Respond to questions on employment and benefits; maintain good relations with internal customers
• Resolve personnel issues with discretion and confidentiality; refer sensitive issues to the supervisor
• Compose and distribute correspondence, memoranda, forms, lists, letters and other personnel materials
• Assist the public; screen visitors and phone calls; take and relay messages
• Participate in meetings, workshops and seminars as assigned

+ Office administration

• Prepare, process and code purchase orders and invoices
• Monitor and order office supplies; receive, sort and distribute incoming mail
• Manage Central Office building access cards
• Operate standard office equipment and assigned software

+ Other duties

• Perform other duties and related tasks as assigned

QUALIFICATIONS:

+ Knowledge of

• Human Resources applications such as ADP, Frontline and MUNIS
• Personnel office functions, practices, policies and procedures
• Recruitment and staffing procedures
• Leave, benefits and employment laws relevant to a public school district (FMLA, Maine PFML, ADA, COBRA)
• Modern office practices, procedures and equipment
• Record-keeping and report preparation techniques
• Correct English usage, grammar, spelling, punctuation and vocabulary

+ Ability to

• Interpret, apply and explain rules, regulations, policies, procedures and collective bargaining agreements
• Communicate effectively, orally and in writing, with tact, patience and courtesy
• Handle confidential information with discretion
• Establish and maintain cooperative working relationships with diverse groups across schools, departments and outside organizations
• Maintain accurate records and prepare reports
• Operate a computer and assigned software; input data at an acceptable rate of speed
• Answer telephones and greet visitors professionally
• Complete work accurately despite frequent interruptions
• Understand and follow oral and written instructions

EDUCATION, TRAINING, AND EXPERIENCE:

• Any combination equivalent to three years of increasingly responsible clerical or human resources experience involving frequent public contact
• College-level coursework in business, human resources or a related field preferred
• Experience working in multicultural or diverse communities or school systems
• Highly responsive, with a commitment to transparency and proactive, explicit communication
• English language proficiency required; bilingual or multilingual proficiency preferred
• Combinations of education, training and experience that provide the necessary knowledge, skills and abilities will be considered

CREDENTIAL REQUIREMENTS:

• Maine State fingerprint (CHRC) authorization

WORKING CONDITIONS:

• Environment: Office environment with constant interruptions
• Hazards: Exposure to typical district and workplace hazards
• Physical demands: Light physical effort; sitting for extended periods; dexterity of hands and fingers to operate a computer keyboard; hearing and speaking to exchange information in person and on the telephone; sitting for extended periods of time; seeing to read a variety of materials; sending at the waist, kneeling or crouching to file materials.
• Schedule: Occasional evening meetings required

EMPLOYMENT DETAILS:

• Calendar: Full Year
• Schedule: Full Time (1.0 FTE)
• Classification: Non-represented, hourly, overtime eligible
• Salary range: $65,000-$80,0000
• Reports to: HR Executive Director

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Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.