FT Human Resources Administrative Assistant, District-Wide

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.