Position Description:
The Human Resources Specialist supports daily HR operations across ASPIRA Delaware's K–8, high school, and virtual programs under the direction of the Director of Human Resources. This position assists with recruitment, onboarding, benefits, leave administration, payroll documentation, employee records, educator credential tracking, and offboarding. The specialist provides responsive service in English and Spanish, maintains confidential information, and follows through on deadlines and outstanding requirements.
Required Qualifications:
- Bilingual fluency in English and Spanish is required, including the ability to speak, read, and write professionally in both languages.
- Strong interpersonal and communication skills, with the ability to assist employees and work effectively with administrators and colleagues.
- Demonstrated experience using technology to manage administrative work is required, including Microsoft Office, online platforms, digital forms, and shared documents. Ability to organize electronic information, create and maintain links, and learn HR systems.
- Strong organizational skills, attention to detail, and the ability to manage competing priorities and meet deadlines.
- Ability to handle sensitive employee information with discretion and maintain confidentiality.
- Ability to work independently, follow direction, exercise sound judgment, and recognize when an issue requires supervisory review.
- Ability to complete assignments from start to finish, gather necessary information, communicate updates promptly, and anticipate potential obstacles.
Preferred Qualifications:
- Bachelor's degree in Human Resources, Business Administration, or a related field.
- At least three years of human resources experience, preferably in a school or school district.
- Experience with the State of Delaware Payroll Human Resource Statewide Technology (PHRST) system and employee benefits coordination.
- Familiarity with Delaware Educator Data System (DEEDS) records and educator credential tracking.
Responsibilities and Duties:
Assignments are coordinated by the Director of Human Resources in collaboration with the Payroll and Benefits Supervisor, school administrators, and other departments. Recruitment and Onboarding
- Coordinate approved vacancy postings, applicant communication, interview scheduling, and reference checks; maintain recruitment records and keep hiring administrators informed.
- Prepare offer letters, employment agreements, and personnel change documents using approved templates and terms; route them for review and track signatures and completion.
- Coordinate onboarding schedules and required new-hire documentation, including employment eligibility forms and applicable background clearances; flag missing items for HR review.
- Coordinate with supervisors, IT, and Operations to request approved system access, email accounts, badges, and equipment and confirm onboarding arrangements across campuses.
- Assist new hires with access to employee systems, including my.delaware.gov, and explain HR procedures, key contacts, and required submissions.
- Provide timely, professional assistance in English and Spanish; prepare routine HR communications, support bilingual communication needs, and refer complex or sensitive concerns to the Director of Human Resources. Licensure and Salary Documentation
- Maintain staff DEEDS records and a credential tracker that includes licenses, certifications, permits, emergency credentials, renewal dates, and outstanding requirements; send timely reminders and escalate approaching deadlines.
- Track required Praxis attempts, score reports, coursework, and preparation-plan updates as directed; maintain supporting documentation and flag unresolved credential requirements to the Director of Human Resources.
- Receive and upload official transcripts and supporting records through approved procedures; guide employees through Graduate Salary Increment (GSI) applications and monitor submission and approval status.
- Assist with DOE correspondence and reporting by assembling requested records, monitoring response deadlines, and tracking follow-up items. Payroll and Timekeeping Support
- Enter and update approved employee information in PHRST accurately and meet ASPIRA and State of Delaware processing deadlines.
- Required hourly and part-time timesheets, and follow up on missing hours or approvals before payroll processing.
- Assist with reviewing DSC leave records for completeness and consistency with approved documentation; refer discrepancies to the appropriate supervisor and HR team member.
- Prepare and track supporting documentation for approved salary changes, stipends, EPER assignments, and other personnel actions in coordination with the Payroll and Benefits Supervisor.
Benefits and Leave Administration
- Assist employees with benefits enrollment, annual open enrollment, and qualifying life events; support benefits data entry and documentation in coordination with the Payroll and Benefits Supervisor. ASPIRA Delaware P a g e | 3
- Assist the Payroll and Benefits Supervisor with documentation, deadlines, and tracking for FMLA, workers' compensation, short-term disability, paid parental leave, paid family and medical leave, and other applicable leave requests.
- Accurately enter workers' compensation claims within 24 hours of receiving an incident report, seek missing information promptly, and keep the Director of Human Resources and appropriate parties informed.
- Track approved leave dates and required return-to-work documentation; coordinate appropriate status updates while protecting confidential medical information. Employee Records and Communication
- Maintain complete, accurate, and confidential personnel records, HR spreadsheets, and tracking tools; update personnel changes promptly and maintain medical and other restricted records separately with appropriate access controls.
- Track completion of required employee training and handbook or policy acknowledgments, send reminders, and report outstanding items to the Director of Human Resources and appropriate administrators.
- Prepare routine staffing and HR status reports and assemble records for audits or reviews as directed; share employee information only with authorized recipients.
Offboarding and Process Support
- Coordinate offboarding checklists, exit feedback, and separation documents; notify Payroll, IT, Operations, and supervisors of approved separation dates and required actions.
- Track the return of school property, completion of assigned handoff tasks, and confirmation of access changes by responsible departments according to approved timing.
- Perform other related duties and responsibilities as assigned by the Director of Human Resources to support the needs of the department and ASPIRA Delaware.
Attachments:
- Human Resources Specialist 11.9.26.pdf