IRVING INDEPENDENT SCHOOL DISTRICT

STAFFING SPECIALIST

JOB DESCRIPTION

WAGE/HOUR STATUS: Nonexempt

REPORTS TO: Director of HR

PAY GRADE: Para grade 065 (230 days)

DEPARTMENT: HR & Employee Services

DATE REVISED: December 2024

A Letter of Assurance will be issued for this position.

PRIMARY PURPOSE: Facilitate the efficient operation of the Guest Educator program, volunteers, and contractors. Assist HR Coordinators in Strategic Staffing initiatives, including analyzing data, organizing recruitment, training, payroll, hiring, and onboarding for Guest Educators. Assist the Director of Human Resources and Director of Compensation, HRIS Operations, and Strategic Staffing with maintaining systems and processes for all District volunteers and contractors.

QUALIFICATIONS

Minimum Education

High School Diploma or GED

Strong Microsoft Suite & Google Suite skills
Previous experience with MUNIS and Frontline, preferred
Notary Public Commission or ability to obtain upon hire

Special Knowledge/Skills

Knowledge of state and district policies pertaining to Guest Educators and how they apply to primary job functions

Ability to communicate effectively in a variety of situations
Ability to multi-task and work effectively in an environment with frequent interruptions
Ability to maintain digital and virtual files in an organized manner
Ability to evaluate documents with close attention to detail
Ability to analyze situations and data to make recommendations for improvements or solve problems
Ability to effectively utilize and manage district personnel systems, spreadsheets, and database programs
The ability to maintain confidentiality
Bilingual Spanish/English Preferred

Minimum Experience

At least three (3) years of clerical work experience in a position with duties of similar responsibility.

One (2) or more years of work experience in a public school district or HR, preferred.

MAJOR RESPONSIBILITIES AND DUTIES

Screen applications to meet district needs for Guest Educators, contractors, and volunteers.

Screen applicants for clear background through TxDPS and JDP checks.

Manage data entry with personnel records and manually input and/or import data in the Munis system with high levels of accuracy under time constraints.

Track annual processes in preparation for starting and closing out each school year. Facilitate orientation for all new and returning Guest Educators.

Maintain and update the list of approved staff development trainings for Guest Educators, including assisting with updating and printing of Guest Educator handbook and logbooks.

Maintain and verify payroll for all Guest Educator personnel, and assist the payroll department with additions and/or corrections as needed prior to payroll run.

Create and maintain statistical reports from the Guest Educator management system on a regular basis to track, audit, and maintain overall integrity of information.

Analyze data from reports to make recommendations of improvements.

Maintain and update the list of active Guest Educators for campus distribution as needed (certified Guest Educators, administrator Guest Educators, counselor Guest Educators, etc.)

Maintain and organize physical and computerized records, including, but not limited to, job descriptions, employee files, evaluations, and surveys for Guest Educator and temporary employee positions.

Maintain knowledge of Guest Educator management system and all updates; act as liaison between IISD and Guest Educator management vendor; troubleshoot and contact company with system problems and questions.

Monitor and evaluate the computerized calling system and recommend, input, and manage personnel data changes, to the system to ensure the accuracy of all Guest Educator information in Munis and the Guest Educator management system.

Respond to employment verification requests, including creating and updating service records as requested.

Notarize documents for school employees and/or school patrons and maintain a notary log.

Provide project assistance and other support to office areas in the department, as needed, including staffing assistants, benefits, and employee relations.

Update databases as needed or requested and run reports upon request.

Serve as a backup during the hiring process for the other HR Staffing Assistants including setting up new employees and processing them for employment.

Handle routine HR inquiries to ensure a high level of service and responsive, knowledgeable support for employees and their supervisors. Explain HR policies and practices to employees as appropriate.

Assist Staffing Coordinators with recruitment and retention strategies as needed (e.g., event planning, candidate pipeline development, etc.).

Maintain communication with department/campus contacts, making campus visits, ensuring all guest educator binders and documentation are up to date and that department/campus contacts are trained on guest educator processes.

Maintain a current working knowledge of and comply with all state and district policies and regulations concerning primary job functions.

Maintain confidentiality of information.

Maintain continuous recruitment of candidates for the Guest Educator pipeline.

Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

None

WORKING CONDITIONS

Mental Demands/Physical Demands/Environmental Factors: Ability to communicate effectively (verbal and written). Travel within district and state; occasional out-of-state travel. Seasonal driving school or rental vehicles to recruiting sites.

Tools/Equipment Used: Computer

Posture: Long periods of standing, pulling, repetitive hand motions. Prolonged sitting. Prolonged use of computer.

Motion: Frequent walking; repetitive computer work with frequent use of hands and wrists

Lifting: Moderate lifting and moving of materials

Environment: Occasional prolonged and irregular hours.

Mental Demands: Work with frequent interruptions, maintain emotional control, and exercise reasoning and problem-solving skills while under stress. Must demonstrate the ability to communicate effectively (verbal and written). Should be able to interpret procedures and analyze data for decision-making. Respond to emergency situations and think clearly, as needed.

Safety: Contribute to the prevention of accidents and injuries by observing safety rules and District policy, practicing the principles and skills taught in safety training, wearing personal protective equipment as required, reporting injuries and incidents immediately to the supervisor, and being proactive in the ongoing efforts to improve and maintain workplace safety.

The information in this job description is for compliance with the Americans with Disabilities Act (ADA). Preceding statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Reasonable accommodations may enable individuals with disabilities to perform the essential functions.

This is an in-person position. Work from home is not allowed unless approved by the Superintendent.

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