The New Jersey School Boards Association is seeking a full-time human resources and senior executive assistant to join its staff.
This position is responsible for overseeing human resources management and department operations to adhere to organizational policies and procedures. The successful candidate will manage the schedule and communications of the executive director and ensure the efficient operation of the executive office. They will also be responsible for salary administration, compensation, benefits administration, talent acquisition and recruiting, on-boarding and off- boarding, compliance with federal and state employment laws and administration of all legally mandated programs.
Benefits include dental insurance, flexible spending account, health insurance, life insurance, paid time off, a retirement plan and tuition reimbursement. The pay is $100,000 per year.
The schedule is the day shift, Monday to Friday with evening and weekend availability as needed.
Responsibilities
- Collaborates with executive director to understand the organization’s goals and strategy related to staffing, recruiting and retention.
- Plans, leads, develops, coordinates, and implements policies, processes, training, initiatives and surveys to support the organization’s human resource compliance and strategy needs.
- Administers or oversees the administration of human resource programs including, but not limited to, compensation, benefits, and leave; disciplinary matters; disputes and investigations; performance and talent management; productivity, recognition, and morale; occupational health and safety; and training and development.
- Identifies staffing and recruiting needs; develops and executes best practices for hiring and talent management.
- Assists the executive director in developing performance plans, monitoring and evaluating performance, and formulating corrective or disciplinary actions.
- Develop and monitor the annual budget for human resources, including employee benefit programs, employee recognition, staff development, morale boosters, and temporary help.
- Coordinate and finalize the compilation of the Association’s annual budget under the direction of the executive director.
- Compile info for budget meeting before final budget to be presented to the board of directors. Assist the executive director in developing the HR budget annually.
- Advise the executive director on personnel issues.
- Oversee employee benefit programs such as initiation, changes, and termination of medical, dental, disability insurance and retirement plans.
- Provide verification of accurate monthly insurance premiums.
- Oversee, direct and supervise the training, development and continuous learning programs for all staff. Oversee and approve tuition reimbursement and other outside training and development of staff. Identify and implement staff training programs.
- Direct, approve and oversee payroll. Approve and/or prepare payroll forms reflecting rate changes such as merit salary increases, promotions, garnishes, employee maintenance changes, and all voluntary salary deductions. Maintain salary spreadsheets for budget tracking purposes. Transmit payroll after review. Review and approve employee and director requests for time off.
- Perform annual maintenance review of job descriptions.
- Manage recruitment efforts for all positions. Develop strategies to improve recruitment and retention efforts. Coordinate interviews, accept resumes and applications, conduct reference checks, conduct interviews and assist with the final decision process. Administer the recruiting process: maintain a job file, place ads, accept resumes and applications, prepare correspondence to applicants and schedule interviews. Approve, recruit, and select temporary personnel. Coordinate requests and authorize recruitment and placement of temporary personnel.
- Recommend, prepare, and maintain statistical information on all personnel, and submit the necessary statistical reports required by county, state and federal agencies.
- Oversee workers compensation administration.
- Ensure the maximum operating efficiency and maintenance of the Association’s facilities and determine and plan for building needs.
- Available to work evenings and weekends as required.
- Manage daily calendar and schedules for executive director and NJSBA officers.
- Coordinate with staff to schedule committee and task force meetings around the schedules of the executive director and officers.
- Prepare executive department budget.
- Prepare purchase orders for the executive office.
- Manage expense reports for officers and executive director.
- Monitor and prioritize emails and information for the executive office and the executive director.
- Schedule and create and arrange virtual meetings for the executive director.
- Prepare background briefs on individuals, corporations and committees for the executive director prior to scheduled meetings.
- Coordinate LEE meetings, including scheduling, agenda, advanced materials, guest speakers, etc.
- Coordinate with the chief public affairs officer to ensure that speeches and materials are provided to the executive director prior to scheduled meetings.
- Assist with leadership meetings (e.g., food and material preparation, notetaking).
- County meetings: reports, scheduling, records, travel accommodations for the executive director and officer attendance.
- Prepare agenda and materials for the Executive Committee.
- Coordinate and arrange the School Board Member of the Year Luncheon.
- Coordinate and arrange new officer orientation.
- Coordinate and plan the Officers Reception at Workshop.
- Coordinate with Workshop team and communications department for the executive director’s and officers’ speaking points, appearances, and speaking engagements during Workshop events.
- Provide the executive director and officers with daily schedules (to include speeches and necessary materials/resources).
- Workshop duties: Shadow the executive director and officers to keep them on schedule and assist with any needed materials (when in-person).
- Arrange recordings, assist the executive director with participation in live virtual events (when virtual).
- Compose and send emails/letters on behalf of the executive director.
- Maintain confidentiality in all matters.
- Provide follow-up with staff and officers to ensure timelines are met for various projects/assignments.
- Make and answer phone calls.
- Serve as liaison between the executive director and staff, officers, directors, school board
- members, members of the public and others.
- Assist with ACES.
- Assist the executive director by keeping track of ongoing and upcoming events, tasks, reminders, etc.
- Available to work evenings and weekends as required.
- Perform other duties as assigned by the executive director.
Education and Experience
- B.S or B.A., business administration, with a concentration in human resources, or similar education.
- 7-10 years’ experience in human resources management, including human resource generalist experience of at least five years.
- 3 to 5 years of human resource specialist experience, to include at least one of the following: recruiting, compensation or benefits, as well as human resource department management or supervisor experience
- 1-3 years of experience in salary administration and performance management.
- Proficient in Microsoft Office 365 Apps including Teams, Lists, SharePoint, One Drive, Forms and traditional Office Apps, including Word, Excel, PowerPoint and Outlook
Preferred
- M.S or M.A, in related field, or MBA, preferred.
- Certifications: PHR / SPHR or HRCP.
Knowledge, Skills and Competencies
Demonstrated knowledge of Labor relations, employee relations, benefits administration, compensation administration and employment law compliance.
Competencies: Interpersonal communication, persuasion and influence, written communication, verbal communication, conflict resolution, organization, priority setting and multitasking.
Physical Requirements
Prolonged period of sitting at a desk and working on a computer. Ability to walk, stand, drive and to carry items up to 20 lbs.
NJSBA complies with all state and federal employment obligations including the “New Jersey First Act.” This act requires all NJSBA employees, hired on or after Sept. 1, 2011, to currently reside in New Jersey or relocate within one year of their hire date.
Submit a resume and cover letter by Jan. 30, 2023.