Human Resources Hiring Coordinator (1.0 FTE) - Central Office

Under the direction of the Executive Director of Human Resources, this position performs a variety of analytical and technical duties in support of assigned Human Resources functions; participates in the development of job postings, management of hiring platforms, , recruitment, screening and processing of new personnel; performs the duties associated with the employment hiring process related to ensuring that all staff meet license, certification and credential requirements; supports the District’s work in the area of talent development including recruitment and evaluation; helps plan and support new employee orientation; provides information and assistance to employees, administrators, job applicants and the general public regarding personnel functions, District policies and procedures; provides support to other areas of HR such as compensation and benefits. The Human Resource Hiring Coordinator is customer service oriented and responsive to the needs of past, present, and future PPS team members.

This is a full time, year round position.

DUTIES AND RESPONSIBILITIES:

• Work with Human Resources staff, district staff and site based staff on a variety of issues
• Provide detailed information regarding employment opportunities, salaries and District employment procedures
• Develop, type and distribute, post and monitor vacancy notices on applicable platforms
• Manages the online application system
• Assists applicants with inquiries regarding application process
• Prepares and distributes related correspondence including regret letters ? Coordinates the district interview process
• Schedules applicants and panel members
• Prepares interview materials
• Oversees the interview process and troubleshoots in real time
• Maintains hiring files
• Processes Personnel Requisitions for vacancies, stipends, extra assignments, etc ? Inputs information into an assigned computer system
• Generates a variety of computerized reports as requested
• Composes independently and develops oral or written instructions, a variety of materials including interoffice communications, applications, lists, requisitions, forms, letters, memoranda, contracts, special projects, legal documents and other materials
• Assists in the creation, implementation, maintenance, and training of updated programs and processes to include human resources management systems, digital systems for conducting the hiring, processing, and personnel file maintenance for all employees, and other technology-based support modules.
• Utilize assigned human resources software system to input and extract data related to all employees
• Participate in meetings, workshops, and seminars as assigned for the purpose of conveying and/or gathering information required to perform functions ? Works closely with school and department hiring managers to administer the hiring process by screening job applications, verifying required credentials, certifications, and licensing
• Prepares probationary and annual evaluations
• Maintains evaluation lists
• Notifies site administrators/supervisors of personnel needing to be evaluated ? Receives, processes and files employee evaluations.
• Troubleshoots and manages evaluations and online evaluation system for all staff ? Coordinates evaluation training for all staff
• Runs reports for PPS, Maine Department of Education (MDOE), union partners, and other agencies as applicable
• Prepares and maintains a variety of data, records and reports related to office programs, personnel and assigned duties
• Assures accuracy and completeness of data, records and reports
• Establishes and maintains filing systems.
• Communicate and coordinate with the Maine Department of Education and other external agencies to ensure compliance.
• Compose, prepare, type and distribute correspondence, forms, records and other assigned personnel reports
• Review materials for compliance with District policies and other applicable rules and regulations
• Assure proper, valid, and current certifications of applicants and employees as assigned by the position and incompliance with federal, state, and local guidelines ? Support employees with certification applications
• File emergency certification and waiver requests with the State
• Monitor expiration of certifications and licensures and notify employees of certification and licensure expiration dates
• Coordinates and maintains various departmental, legal, and employee files ? Performs back-up duties for personnel reporting requirements to the State ? Provides backup and assistance to HR Analysts during peak hiring periods (cross

training with Analysts required)

• Adhere to employment laws and regulations for the purpose of maintaining compliance with current legal requirements
• Perform a variety of technical duties and provide assistance to prospective personnel ? Resolve personnel-related issues and concerns with discretion and confidentiality; refer difficult or sensitive issues to supervisor as needed
• Communicates with applicants, District personnel and outside agencies to exchange information and resolves issues or concerns
• Communicate and coordinate with other sites and departments around hiring issues ? Provide assistance to the public; screen visitors and phone calls; take and relay messages as appropriate
• Maintains good relations with internal customers and constantly responds to a variety of questions
• Performs hiring procedures, including: processing job applications for internal and external candidates; setting up interviews, files, etc.
• Maintains good relations with internal customers and constantly responds to a variety of employment and benefits questions
• Monitors HR email inbox and ticketing system, responds in a timely manner, and ensures inquiries are directed appropriately
• Prepares, processes and codes purchase orders and invoices for assigned office or program as directed
• Monitors inventory levels of office supplies and materials; order office supplies and materials as appropriate. Receives, sorts, reviews and distributes incoming mail ? Operates a variety of office equipment including a calculator, copier, fax machine, computer and assigned software

OTHER DUTIES:

• Performs other duties and related tasks as assigned.

This is a non-represented hourly position; 8 hours/day with a projected annual salary of $60,000-$75,000. The position includes a generous benefits package, including paid holidays, vacation, medical and dental benefits, and more.
EDUCATION, TRAINING, AND EXPERIENCE:

KNOWLEDGE OF:

• Human Resource applications such as ADP, Frontline, MUNIS, etc.
• Personnel office functions, practices, policies and procedures.
• Recruitment and staffing procedures.
• Modern office practices, procedures and equipment.
• Interpersonal skills using tact, patience and courtesy.
• Record-keeping and report preparation techniques.
• Operation of a computer and assigned software.
• Oral and written communication skills.
• Correct English usage, grammar, spelling, punctuation and vocabulary.

ABILITY TO:

• Perform a variety of responsible clerical duties related to staff.
• Answer telephones and greet visitors in a professional and courteous manner. ? Interpret, apply and explain rules, regulations, policies and procedures. ? Communicate effectively both orally and in writing.
• Establish and maintain cooperative and effective working relationships with others. ? Operate a variety of office equipment including a computer and assigned software. ? Maintain records and prepare reports.
• Type or input data at an acceptable rate of speed.
• Complete work with many interruptions.
• Understand and follow oral and written instructions.

EDUCATION AND EXPERIENCE:

• Any combination equivalent to: three years of increasingly responsible clerical or human resources experience involving frequent public contact; college-level course work in business, human resources or a related field preferred
• Bilingual Preferred
• Experience working in multicultural and/or diverse communities or school systems ? Ability to coordinate and collaborate with diverse groups of professionals across multiple departments and organizations to achieve unified, consistent practices ? Highly responsive and oriented towards transparency and proactive, explicit communication
• Excellent oral and written communication skills, including the ability to work collaboratively with schools/departments
• English language proficiency required. Multilingual proficiency preferred ? Combinations of applicable education, training, and experience, which provide the knowledge, skills, and abilities necessary to perform effectively in the position, will be considered

CERTIFICATE AND LICENSE REQUIREMENTS:

• Maine State fingerprint (CHRC) authorization

PHYSICAL DEMANDS:

• Light physical effort required
• Attendance at evening meetings occasionally required

WORKING CONDITIONS:

ENVIRONMENT:

Office environment. Constant interruptions.

PHYSICAL DEMANDS:

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.

Bending at the waist, kneeling or crouching to file materials.

HAZARDS:

Exposure to typical district/workplace hazards

OVERTIME ELIGIBLE: Yes. This is a non-represented hourly position; 8 hours/day with a projected annual salary of $60,000-$75,000.

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.