Job Description: Job Title: HCM Administrative & Front Office Assistant

Reports To: Assistant Superintendent of Human Capital Management

Contract Length: 252 Days

Exempt/Nonexempt: Nonexempt

Department: Central Office/Human Capital Management

 

Primary Job Function

The HCM Administrative & Front Office Assistant provides professional front desk reception services and administrative support for Central Office while serving as direct administrative support to the Assistant Superintendent of Human Capital Management. This position assists with daily office operations, Human Capital Management initiatives, records management, recruitment and onboarding activities, departmental communications, and special projects.

Front desk coverage and visitor services remain an essential core responsibility of the position, while administrative and Human Capital Management support duties are performed in accordance with departmental priorities and supervisory direction.

Minimum Qualifications

• High school diploma or GED required.

• One (1) year of clerical or administrative experience.

• Strong customer service and communication skills.

• Proficiency in Microsoft Office Suite or Google Workspace.

• Ability to maintain strict confidentiality and handle sensitive information appropriately.

Preferred Qualifications

• Experience in a school district or public sector office environment.

• Strong organizational and multitasking skills in a fast-paced setting.

• Experience with data entry, student information systems, or HR office management systems.

• Interest in a Human Resources or Human Capital Management career pathway.

Essential Duties and Responsibilities

Administrative Support to the Assistant Superintendent of HCM

• Manage calendars, appointments, meetings, interviews, and departmental scheduling.

• Prepare correspondence, reports, presentations, agendas, meeting materials, and other departmental documents.

• Attend weekly Human Capital Management and leadership meetings to document and monitor follow-up items and facilitate clear department communication.

• Compile, organize, and prepare reports and documentation related to staffing, recruitment, onboarding, and employee retention.

• Coordinate communication and information sharing among HCM staff, district administrators, school leaders, and external partners.

• Support special projects, strategic initiatives, and other duties as assigned by the Assistant Superintendent.

Front Desk & Office Operations Support

• Answer and direct phone calls, greet visitors in a professional manner, and maintain continuous front desk coverage.

• Process incoming and outgoing mail, packages, and deliveries.

• Inventory, order, and distribute office supplies.

• Coordinate central conference room scheduling and meeting logistics.

• Maintain office communication resources, staff directories, and coordinate basic office equipment service requests.

Student & Graduate Records Support

• Prepare, process, and file student work permits in accordance with regulatory guidelines.

• Process and prepare unofficial high school transcripts utilizing PowerSchool.

• Advise graduates on the district procedures and processes required to obtain official transcripts through Parchment.

HCM Records & System Administration

• Organize, maintain, and audit physical and digital filing systems within Human Capital Management to ensure strict compliance and confidentiality.

• Perform accurate data entry of non-sensitive information into Human Capital Management systems.

• Prepare, organize, and track employment-related forms, packets, and administrative documents.

Talent Acquisition & Onboarding Support

• Coordinate onboarding and recruitment logistics, including preparing orientation materials, scheduling new hires, and managing interview logistics.

• Assist with verifying academic credentials and transcripts for incoming district staff.

• Assist Human Capital Management staff with employee relations events and professional development logistics as assigned.

Knowledge, Skills, and Abilities

Knowledge of:

• Modern office and receptionist procedures.

• Customer service standards and public relations.

• Confidentiality practices in public sector environments (e.g., FERPA, HIPAA guidelines).

• Basic Human Capital Management/Human Resources concepts.

• Student record systems and transcript processing platforms (e.g., PowerSchool, Parchment).

Skilled in:

• Microsoft Office Suite or Google Workspace platforms.

• Accurate, high-volume data entry and sharp attention to detail.

• Organization, calendar platforms, and time management tools.

• Professional written and verbal communication.

Ability to:

• Maintain unwavering confidentiality regarding sensitive student and personnel records.

• Provide calm, professional front-office support during high-traffic periods.

• Learn, adapt to, and navigate evolving Human Capital Management software and processes.

• Manage multiple competing priorities effectively in a high-volume environment.

• Work independently and collaboratively while supporting shifting departmental goals.

• Establish and maintain positive working relationships with employees, administrators, students, community members, and external partners.

Physical Demands & Working Conditions

Physical Demands – While performing the duties of this job, the employee is regularly required to communicate with others. The employee is required duly to sit or stand and move around for extended periods of time. The employee must be able to push, pull, lift, and carry over 25 pounds on occasion.

 

Working Conditions – The employee in this position may experience occasional exposure to blood, bodily fluids, and tissue. The employee may also be required to interact with students who may be in crisis or exhibiting difficult behaviors.

 

Driving Requirement – This position may require driving to various school sites or district events.

This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the employee. The employee will be required to follow the instructions and perform the duties required by the employee’s supervisor and/or appointing authority.