Clerk, TASR

Primary Purpose :

Assist applicants with the online job application process and new hires with the onboarding process. Receive, process, and maintain files and records for applicants and employees of the district. Serve as the primary contact for the Talent Acquisition, Support & Retention (TASR) Office's phone calls and visitors.

Qualification Guidelines :

Education / Certifications :

High School Diploma or GED

Experience :

One-year clerical and file maintenance experience (preferably in a public education environment).

Special Knowledge / Skills / Abilities :

Proficient in the use of Microsoft Office 365 programs for word processing and creating / maintaining spreadsheets, databases and e-newsletters

Able to use district software programs independently

Effective communication and interpersonal skills

Excellent organizational and multi-tasking skills

Able to comply with established timelines

Able to perform basic math skills

Supervisory Responsibilities :

None

Mental / Physical / Environmental Demands :

Tools / Equipment Used : Standard office equipment including personal computer and peripherals; imaging equipment

Posture : Frequent walking, standing, bending / stooping, and reaching. Occasional pushing / pulling and twisting

Motion : Repetitive hand motionsincluding frequent keyboarding and use of mouse; occasional reaching.

Lifting : Occasional light-lifting and carrying (lessthan 15 pounds)

Environment : May work prolonged or irregular hours; occasional districtwide travel

Mental Demands : Work with frequent interruptions; maintain emotional control under stress.

Major Responsibilities and Duties :

• Process the hiring of substitute applicants using the district's online substitute management system and once hired, monitor their active commitment to their substitute employment status.
• Review substitute list quarterly and contact substitutes who are not substituting to determine why and as necessary, remove non-working substitutes from district's online substitute management system.
• Assist campus staff with securing substitutes via email and text notification alerts.
• Manage and update substitutes' employment information and create necessary reports using the district's online substitute management system.
• Electronically distribute letters of reasonable assurances to substitutes.
• Assist all potential applicants with the completion of the online job application and all new employees with the completion of the new hire online onboarding system.
• Provide training on the software program used for employment applications, new hire onboarding and other form workflows.
• Communicate with hiring managers and applicants regarding the hiring process.
• Enter and update employee data in multiple district HR information systems.
• Conduct criminal history records information requests and reference checks.
• Assist with and on occasion lead TASR department initiatives regarding employees and / or employment matters.
• Maintain up-to-date job descriptions on the VISD website.
• Greet visitors and assist applicants and employees with requests.
• Answer and respond to incoming calls and emails from the public and employees, take reliable messages and route to the appropriate staff.
• Receive, process, upload and maintain physical and computerized files and records for applicants and employees of the district.
• Assist with preparing and posting job vacancy announcements and advertisements including online notices.
• Process requests for official district records, including maintaining log of records requests, retrieving documents, copying, and mailing records.
• Respond to requests for verification of employment (phone, mail, electronic)
• Prepare correspondence, forms, manuals, schedules, and reports for TASR Department staff members.
• Oversee additions, updates and revisions to the TASR Department's webpage and links using the appropriate program.
• Work with the Payroll Department to provide requested substitute information.
• Provide clerical support to TASR Directors and cross-train with other TASR secretaries.
• Follow district safety protocols and emergency procedures.
• Monitor access to employee records and ensure proper security and confidentiality.
• Maintain confidentiality of information.
• Perform other duties as assigned