Portola Valley Elementary is hiring: Human Resource (HR) Analyst/Executive Assis

Job Summary

The HR Analyst/Executive Assistant handles confidential tasks related to recruitment, onboarding, employee relations, employee leaves, and personnel records. They also support the Superintendent and Governing Board with meeting agendas and minutes, policies, and regulations, and district communications. Additionally, they oversee enrollment and transfer processes, and submit state and federal reports.

Job Description / Essential Elements:

PORTOLA VALLEY SCHOOL DISTRICT
4575 Alpine Road, Portola Valley, CA 94028 (650) 851-1777
Notice of Unrepresented Confidential Classified Employment Opportunity
POSITION: Human Resource (HR) Analyst/Executive Assistant
WORK SCHEDULE: 8:00 A.M. - 4:30 P.M. Monday through Friday. This is a full time, 12-month assignment.
LOCATION: District Office
START DATE: December 9, 2024 (flexible)
COMPENSATION: Range $9,097.20 - $11,916.00 per month to start (subject to Board approval in November), DOE. This position is eligible for District sponsored health & welfare benefits per the terms of the certificated teacher salary schedule.
CLOSING DATE: Open until filled
CLOSING DATE: December 9, 2024

Applicants must submit a complete application file, including:
* Cover letter and resume (including references).
* Completed online EdJoin application.
* Up to 3 current letters of recommendation will be considered.

Summary
The HR Analyst/Executive Assistant handles confidential tasks related to recruitment, onboarding, employee relations, employee leaves, and personnel records. They also support the Superintendent and Governing Board with meeting agendas and minutes, policies, and regulations, and district communications. Additionally, they oversee enrollment and transfer processes, and submit state and federal reports.

Distinguishing Characteristics
This position is characterized by a high degree of independent action relating to the technical aspects of certificated and classified employment. This position is classified as a Confidential position because it requires participation in employer/employee activities and gathering of confidential information for management regarding negotiations, grievances, employee discipline and layoff procedures and practices that relate to bargaining unit members.

Sample HR Analyst Duties

• Supports all employment processes for certificated, classified, and substitute employees
• Maintains job descriptions for all employees; Advertises and monitors vacancies and new positions on multiple platforms
• Provides onboarding for all new employees for the purpose of orienting them to their rights and responsibilities and ensures all required paperwork is completed in a timely manner
• Monitors fingerprinting requirements of employees, volunteers, and coaches
• Reviews and evaluates college transcripts and prior experience for salary placement

• Ensures credential and assignment compliance with State Commission on Teacher Credentialing (CTC)
• Coordinates work performance evaluation process and notifies district administrators of due dates for evaluations
• Maintains and updates staffing database to track seniority, identify vacancies, and maintain position control

• Coordinates the workers' compensation process and employee leaves of absence
• Processes permanent and substitute personnel files and maintains personnel records
• Provides information and clarification regarding district policies, personnel policies, and general contract information to appropriate inquiries
• Compiles information from a variety of sources and prepares analytical reports for use in contract negotiations, grievance resolution, layoff, and/or employee discipline processes
• Maintains accurate employee absence management data
• Assists with open enrollment, and manages health & welfare enrollment system
• Attends workshops and reviews legislation and other publications to remain current regarding new laws, rules, and regulations governing employment and other HR issues
• Performs other related duties as assigned to support the overall objective of the position

Sample Superintendent and Governing Board Support Duties

• Assist Superintendent as needed/requested on a daily basis
• Develop, prepare, finalize, and distribute Governing Board meeting agendas and meeting materials on online Board meeting platform
• Work with the Superintendent and Trustees to set Board meeting dates, and update and maintain District archives (Agendas, Minutes, and Notes binders).
• Attend all Board meetings as recording secretary, prepare meeting Minutes in a timely manner, file mandatory paperwork when necessary
• Write Board meeting summaries and assist with district communications for distribution to staff and community
• Coordinate Board Policy and Administrative Regulation updates
• Performs other related duties as assigned to support the overall objective of the position

Sample Student Information and State Reporting Duties

• Collaborate with Technology Coordinator for CALPADS reporting
• Collaborate with school site office staff to ensure data in the student information system is accurate
• Complete and submit all required federal and state reports (e.g., CBEDS, SARC, CSSP, CRDC)
• Performs other related duties as assigned to support the overall objective of the position

KNOWLEDGE:

• Policies and objectives of human resources programs and activities
• State credential requirements and procedures
• Terminology, practices and procedures of a human resources office
• Record-keeping and filing techniques
• Effective oral and written communication
• Proficient use of technology (computers) and equipment (e.g., Google Suite)

ABILITIES:

• Interpersonal skills using tact, patience and courtesy
• A high standard for maintaining employee record confidentiality
• Compile and verify data and prepare reports
• Establish and maintain cooperative and effective working relationships with others
• Meet schedules and timelines
• Work independently with little direction

EDUCATION AND EXPERIENCE:

• Bachelor's degree required
• Human resources experience in a public school district preferred
• Five years of successful administrative experience, required
• Demonstrated competence with certificated and classified personnel matters

PHYSICAL DEMANDS:

• Hearing and speaking to exchange information in person or on the telephone.
• Dexterity of hands and fingers to operate a computer keyboard.
• Seeing to read a variety of materials.
• Sitting or standing for extended periods of time.
• Bending the waist, kneeling or crouching to file and retrieve materials.
• Significant sitting, standing, bending, stooping, kneeling, and walking (at times over uneven ground, or at an accelerated pace).
• Ability to lift up to 10 lbs.
• Maintain regular and predictable attendance.
• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• Environmental Factors: A large part of the required daily work will take place indoors in an office setting with frequent interruptions. Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, odors, wetness, humidity, rain, fumes, temperature extremes, machinery vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.
• Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.

Portola Valley School District programs, activities, practices, and employment shall be free from discrimination, harassment, intimidation, and bullying of any student based on the student's actual race, color, ancestry, national origin, ethnic group identification, age, religion, marital or parental status, physical or mental disability, sex, sexual orientation, gender, gender identity, or gender expression; the perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics.

PVSD contact for discrimination, harassment, intimidation, bullying, and Title IX contact:
Lynette Hovland
Ormondale School Principal
200 Shawnee Pass
Portola Valley, CA 94028
(650) 851-1777 x2650

The Portola Valley School District is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Portola Valley School District will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Requirements / Qualifications

Applicants must submit a complete application file, including:
* Cover letter and resume (including references).
* Completed online EdJoin application.
* Up to 3 current letters of recommendation will be considered.