Under direction of the Superintendent or his/her designee, the Human Resources

Coordinator leads the day-to-day integration of Human Resources (HR) functions

and assures the flow of information to payroll and for benefits administration.

Responsibilities include overseeing the coordination of recruitment, initial

onboarding, and maintenance of employee personnel records. The Coordinator

interprets and applies policies and procedures working closely with the Business

Manager. The Coordinator works to ensure that customer service is a high priority

to both internal and external constituents. The Coordinator works closely with

both the Superintendent and Business Manager to provide training, supervision,

and state/federal report processing.

Performance Responsibilities - General:

● Maintain confidentiality at all times; maintain good attendance and flexibility while working

cooperatively with supervisors and other employees.

● Answer the office phone with courtesy and assist callers politely.

● All administrative/secretarial functions of the Administration Office: filing, typing, copying,

correspondence, mailings to schools and agencies, press releases, scheduling appointments

providing information to outside agencies, staff, students and parents, and gathering data

from school personnel.

Performance Responsibilities - Human Resources:

● Act as Administration receptionist; greet all visitors in a professional manner; and maintain

a professional atmosphere.

● Maintain board policies through PSBA on BoardDocs

● Update and maintain all permanent personnel files for current and inactive employees

including certifications, clearances, formal communications and other records as directed.

● Create and manage teacher accounts in PA-ETEP for all professionals

● Act as certifying officer to manage emergency certifications and level 2 certifications before

sending to the Superintendent for final approval and submission to the state via PDE-TIMS

● Enter Act 48 hours after all professional development sessions and maintain district records

via PDE-PERMS.

● Complete Act 168 employment forms for former employees.

● Update PDE-Edna as needed

● Complete yearly report in PDE-SUITES for DriverEd

● Maintain, monitor open job vacancies and post them internally and externally while working

with administrators to review applicants to fill positions.

● Update and maintain information for Mentors/Inductees in Prosoft and personnel files.

● Complete teacher loan reimbursement and employee verification forms for Superintendent’s

signature.

● Must complete employment request verifications

● Submit substitute approval through Kelly Services

Employee Records and Onboarding:

● Maintain complete and accurate employee records in HR/payroll systems

● Manage driver’s license collection, verification, and record retention for employees

authorized to operate District vehicles

● Coordinate required driver record checks and maintain compliance documentation

● Track and maintain required professional certifications, licenses, clearances, and

employment compliance records

● Provide personnel and employment data needed for PIMS reporting and other state

reporting requirements

● Process onboarding for new hires, including: o Entry into financial/payroll system

○ Verification of employment eligibility (I-9)

○ Benefits enrollment

● Process employee status changes:

○ Transfers

○ Resignations

○ Retirements

○ Terminations

● Maintain confidentiality of all personnel and payroll information

Compliance with Collective Bargaining Agreements

● Maintain working knowledge of all CBAs and employment agreements

● Ensure payroll and benefits are administered in accordance with:

○ Salary schedules

○ Benefits provisions

○ Leave provisions

● Monitor and implement contract changes as agreements are updated

Benefits

● Administer all employee benefit programs, including:

○ Health, dental, and vision insurance

○ Life insurance and income protection administration (including applicable disability

leave coordination in accordance with collective bargaining agreements)

○ Flexible Spending Accounts (FSA)

○ Section 125 plans

○ 403(b) retirement plans and other voluntary deductions

● Coordinate and manage annual open enrollment

● Process benefit changes due to qualifying life events

● Enroll new employees in benefit programs

● Reconcile monthly benefits invoices

● Prepare ACH payment files for benefit providers

● Serve as District liaison to the Allegheny County Schools Health Insurance Consortium

(ACSHIC)

● Stay current on plan changes, rates, and compliance requirements

Retirement & Leave Administration

● PSERS (Public School Employees’ Retirement System)

● Prepare and submit:

○ Monthly Work Reports (due by the 20th of each month)

○ Demographic and contract updates

● Submit member and employer contributions in accordance with required deadlines

● Reconcile PSERS reports and contribution data

Employee Leave Administration

● Track and administer all types of leave, including:

○ Family and Medical Leave Act (FMLA)

○ Sabbaticals

○ Income protection/disability leaves

○ Unpaid leaves

● Issue required leave correspondence and documentation

● Monitor and update staff absences and attendance for tracking in AESOP and prepare

letters as needed regarding employee attendance for Superintendent’s signature.

● Maintain accurate leave balances and records

● File and Manage Worker’s Compensation

● Maintain documentation and audit trail for all payroll transactions

COBRA Administration

● Coordinate COBRA administration by processing employee terminations and status changes

in the District’s third-party COBRA administration system (AMCA Systems, LLC), ensuring

timely and accurate information for required notices and coverage transitions

Performance Responsibilities: Payroll Administration

● Process payroll for all employee groups, including:

○ Full-time and part-time staff

○ District-paid substitute and extra-duty assignments (such as after-hours events, game

workers, and similar assignments not processed through the District’s third-party

substitute provider)

○ Supplemental contracts and stipends

● Ensure payroll is processed in accordance with CBAs, employment contracts, and District

policies

● Process Child support payments

● Maintain payroll records, including:

○ Employee pay history

○ Salary schedules

○ Longevity and seniority tracking

● Verify salary placement based on education, experience, and contract terms

● Ensure employees are charged to appropriate general ledger accounts

● Reconcile payroll registers to:

○ General ledger

○ Payroll bank account

Payroll Tax & Regulatory Reporting Annual Reporting

● Form W-2 and W-3 (due January 31)

● ACA Forms 1094-C and 1095-C

● Prepare and file Form 940 (Employer’s Annual Federal Unemployment (FUTA) Tax Return)

● Ensure all tax payments are made timely through appropriate systems (e.g., EFTPS, state

portals)

● Maintain compliance with all federal, state, and local payroll tax regulations

Quarterly Reporting

● Form 941 (Federal payroll tax reporting)

● PA UC Reports (UC-2 and UC-2A)

● PA withholding filings

● Local Services Tax (LST-1) filings

Other Responsibilities

● Maintain polite and courteous attitude toward students, teachers, administrators, parents

and visitors to the District.

● Use technology software and machines to complete daily tasks.

● Perform other such duties as may be requested throughout each District building.

● Serve as a project manager for non academic projects.

● Right to Know Officer

● Adhere to and maintain knowledge of all District policies and procedures.

● Other duties as directed by the Superintendent.

Qualifications:

Current clearances as required by law. Minimum of high school diploma.

Additional college-level coursework in Business Administration, Human

Resources, or other relevant course of study, desirable. Three or more years of

comprehensive, directly related and increasingly responsible experience in

human resources management, preferably in a school district or county office of

education performing work involving both classified and certificated

employees. Knowledge of computer applications including, but not limited to,

Google Suites, Microsoft Office Suite and Oracle.

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person