The posting
POSITION: Human Resources Clerk
POSITION CATEGORY: Non-Certified Personnel
REPORTS TO: Assistant Superintendent for Human Resources and Labor Relations & Directors of Human Resources
SUPERVISORY RESPONSIBILITY: Provides cross-coverage and procedural training. No formal supervisory responsibility.
JOB SUMMARY:
The Human Resources Clerk processes personnel transactions and independently administers recurring human resources processes. The clerk provides technical and customer support, applies established requirements to routine matters, maintains accurate records and systems, coordinates work across departments, and escalates complex, sensitive, disputed, or precedent-setting matters.
ESSENTIAL FUNCTIONS:
- Perform HR transactions and provide customer service, including telephone and counter service, scheduling, document collection, scanning, filing, data entry, routine correspondence, file/records maintenance, supply coordination, and status tracking.
- Independently administer assigned recurring HR processes across the employee life cycle, including recruitment, onboarding, assignment changes, leaves, separations, substitutes, records, employment verifications, and related services.
- Serve as a knowledgeable first point of contact. Explain established policies, procedures, timelines, forms, system requirements, and routine collective bargaining agreement provisions.
- Facilitate vacancy postings, applicant workflow, interview logistics, reference-check documentation, candidate communications, and pre-employment requirements for assigned employee groups.
- Facilitate onboarding, including collecting required documents, I-9 and E-Verify workflow, background-check status, system-access requests, orientation materials, and communication of start requirements.
- Administer assigned fingerprinting and background-clearance processes for employees, contractors, student teachers, and volunteers, including appointments, photographs, fingerprint capture, submission, fees and deposits, status communication, logs, routine reconciliation, and referral of hits or exceptions.
- Process and reconcile approved appointments, transfers, assignment or building changes, resignations, retirements, terminations, and other personnel transactions.
- Receive leave and accommodation requests. Provide standard forms and notices. Log documents. Maintain routine tracking. Coordinate status communications. Refer eligibility, certification, accommodation, or disputed questions to the HR Specialist.
- Maintain accurate electronic and paper personnel records. Conduct routine audits, resolve missing information, apply retention procedures, and protect confidential information.
- Enter, audit, extract, and reconcile HRIS and related system data. Prepare recurring reports and identify discrepancies for correction.
- Process Faith’s Law requests, verifications of employment, affidavits, and other routine requests in accordance with established procedures and deadlines.
- Support substitute and absence-management systems, including account maintenance, employee setup and deactivation, routine user assistance, and reporting.
- Maintain assigned process guides, forms, templates, calendars, and checklists. Recommend practical workflow improvements.
- Provide cross-coverage to other HR clerks and assist with training on established procedures.
- Escalate policy exceptions, sensitive employee-relations matters, disputed contract questions, legal concerns, background-check hits, and unusual transactions.
- Perform other related duties consistent with the scope and level of the position.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The demands listed below reflect the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
Work takes place in a school district office, where unusual temperatures, noise, and hazards are uncommon.
- Regularly exchange spoken information.
- Review close and distant visual information and adjust focus as needed.
- Push, pull, and move within the workplace, perform tasks while standing or seated, and use fine motor skills during routine tasks.
- Occasionally stoop, kneel, crouch, and lift or move items weighing up to 25 pounds.
- Travel between buildings and within the local community as needed.
QUALIFICATIONS:
Education An associate degree or coursework in human resources, business administration, public administration, education, or a related field is preferred.
Experience Three years of office, personnel, payroll, benefits, education, or human resources experience. Successful school-district, public-sector, payroll, benefits, applicant-processing, records, or human resources experience is highly desirable. Experience with fingerprinting or background-clearance systems, applicant tracking, onboarding, absence management, HRIS, or electronic personnel records is preferred.
Licensure and certifications SHRM, HRCI, IPMA-HR, or public-sector human resources coursework or certification is highly desirable.
KNOWLEDGE, SKILLS AND ABILITIES:
- Strong attention to detail and accuracy of information, including the ability to organize large amounts of data.
- Strong technical foundation in database structure, configuration, installation, integration, and practice is highly desirable.
- Capacity to carry out instructions and develop comprehensive plans with minimum supervision.
- Demonstrated experience administering multi-step processes, maintaining confidential records, using databases or HR systems, and communicating with varied stakeholders.
- Ability to work independently within established procedures and to maintain accuracy under frequent interruptions and deadlines.
- Excellent written and verbal communication skills, particularly with grammar, editing, text composition, typing, and proofreading.
- Ability to protect confidential personnel, medical, criminal-history, accommodation, and other labor-relations information in conformity with industry standards, state and federal laws, and Board Policy.
- Ability to communicate clearly, professionally, and respectfully with applicants, employees, supervisors, administrators, bargaining-unit representatives, vendors, public agencies, and the public.
- Ability to organize competing priorities, manage recurring and fixed deadlines, maintain accurate records, and follow matters through completion.
- Ability to interpret and accurately apply established District policies, procedures, collective bargaining agreement provisions, and legal requirements within the position’s assigned scope.
- Proficiency with office productivity software, applicant-tracking systems, HR information systems, absence-management systems, electronic records, spreadsheets, reporting tools, and related District technology.
- Ability to identify an exception, risk, sensitive matter, or question outside delegated authority and escalate it promptly.
- Sound judgment, a customer-service orientation, and the ability to collaborate.
WORK YEAR: Full-time, 12 months
WORK HOURS: 8 hours/day
UNION: Non-bargaining unit position
FLSA STATUS: Non-exempt
SALARY SCALE: Minimum base rate of $28 per hour. The Superintendent determines pay based on experience and credentials.
BENEFITS: Health, dental, vision, and life insurance.
EVALUATION:
Performance will be evaluated in accordance with the Board’s policy on evaluation of professional personnel.
RELATES TO:
Assistant Superintendent for Student Services, Assistant Superintendent for Curriculum and Instruction, Assistant Superintendent for Business and Financial Services, Chief Officer for Legal Services and Labor Relations, Director of Communications and Development, Director of Technology and Innovation, Coordinator of HR, Coordinator of Recruitment, Retention and Mentoring, Personnel Clerk 1, Building Principals, and district staff.
EEO STATEMENT:
Joliet Public Schools District 86 is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, gender, disability, age, religion, military status, ancestry, or genetic information.
DISCLAIMER
The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. Additional duties performed by the individual holding this position may be assigned.
