HR Systems Coordinator

Saturday, November 10, 2018
Portage Public Schools
Position Details: 

HR Systems Coordinator
Full Time (52 weeks)
Portage Public Schools Administration Building



  1. Maintains the District HRIS system with current employee information including personal information, assignments, and information needed by payroll for timely and accurate processing.
  2. Serves as the primary point of contact for the State of Michigan for fingerprint results and other criminal history records that are received. Shares, as appropriate, results with other schools and authorized entities.
  3. Ensures that all necessary set-up is done in Aesop (or sub tracking system) to allow employees to request subs.
  4. Approves/disapproves Personal Leave, Illness in Family, Funeral Leave and vacation for all employees within the guidelines of each bargaining unit and/or employee handbook.
  5. Uses assigned system to track sick time, PTO, and vacation time for all eligible employees.
  6. Maintains system for time off accrual processing for all employee groups.
  7. Responds promptly to questions/concerns raised by employees and applicants.
  8. Collects and verifies documentation for new employees such as transcripts, valid teaching certificates, criminal record responses, voluntary self-identification forms, unprofessional misconduct forms and I-9’s.
  9. Monitors teacher and administrator compliance with certification requirements.
  10. Processes and monitors Workers' Compensation claims and acts as primary District contact to the carrier and medical providers. Coordinate leaves with other HR staff to ensure the District is compliant with all FMLA, ADA, and contractual obligations.
  11. Maintains confidential medical files.
  12. Administers and monitors on-line training programs for the District.
  13. Assists with maintenance of on-line personnel files.
  14. Responds to unemployment claims and maintains files.
  15. Processes department purchase orders and maintains/orders supplies for the department.
  16. Responsible for the creation and submission of the semi-annual REP report to the State of Michigan.
  17. Other duties as assigned by the Director of Human Resources

 Education, Experience, Skills knowledge and Abilities

  1. Bachelors Degree or equivalent experience in Human Resources. HR Certification (PHR/SPHR, SHRM-CP/SHRM-SCP) preferred
  2. Proficient in computer operations including Word, Excel, PowerPoint, HR Systems processing, data bases and spread sheets.
  3. Working knowledge of collective bargaining agreements.
  4. Analytical abilities and independent thinking skills.
  5. Familiar with labor law basics including – FMLA, ADA, FLSA, Workers Compensation, etc.
  6. Ability to communicate effectively.
  7. Ability to work cooperatively with employees, the public and other agencies.
  8. Maintain the highest level of confidentiality and sensitivity relating to District employees.

Working Conditions:

  1. Climate controlled office setting with moderate noise levels.
  2. Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work.
  3. Regular contact with staff members and the public in person and by phone is required.

QUALIFICATION REQUIREMENTS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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