Hours: 40
Salary: est. $45,000 DOE
Calendar: 230

West Ada School District is seeking a detail-oriented, customer-focused professional to support our Human Resources leadership team. This role provides high-level administrative support to the CHRO and department, serving as a key point of contact for principals and staff. The ideal candidate values accuracy, confidentiality, and great customer service and wants to make a meaningful impact supporting the people who serve our students. The First round of applications will be reviewed on April 15th, 2026. Apply early for full consideration. Cover letter required.

Purpose
The Human Resources Administrative Assistant provides comprehensive administrative and operational support to the Chief Human Resources Officer, Human Resources Director, and Human Resources Department. This position plays a critical role in ensuring the efficient, confidential, and professional operation of the Human Resources office by coordinating complex administrative activities, managing sensitive information, and supporting department-wide functions. The role requires a high level of discretion, organization, and collaboration in support of district staff and HR leadership.

Supervision Received

Work is performed under the supervision of the Chief Human Resources Officer.

Essential Duties

Duties may include, but are not limited to, the following:

Departmental and Executive Support

Provide high-level administrative and operational support to the Chief Human Resources Officer and Human Resources Department.
Serve as a primary point of contact for principals, administrators, and district staff, delivering professional, responsive, and solution-oriented customer service.
Coordinate department calendars, workflows, deadlines, and documentation to support efficient department operations.
Compose, edit, and prepare correspondence, reports, presentations, and other materials requiring accuracy, confidentiality, and attention to detail.

Hiring and Staffing Support

Support the district's hiring and onboarding processes by maintaining accurate records of new hires and personnel actions, posting positions, reviewing applications, scheduling and preparing interview and related materials, and sending out applicant/hiring correspondence.
Prepare and compile recommendation lists, reports, and supporting documentation for Board of Trustees meetings.
Coordinate authorization of release requests with outside districts and review incoming personnel records for completeness and compliance.
Maintain applicant pool information and assist applicants with navigating the application and hiring process.
Support principals and administrators with recruiting, hiring, and employee evaluation processes.

Human Resources Systems and Records Management

Manage and maintain Human Resources systems, including the Applicant Tracking System and Employee Evaluation Management system.
Process and perform data entry for employee-related paperwork, including new hires, transfers, benefit enrollments, changes, and separations.
Create, maintain, and audit position control logs, certification and licensure tracking, and other required HR registers and reports.
Scan, file, and maintain confidential personnel records in accordance with district policies and legal requirements.

Purchasing, Budget, and Office Operations

Coordinate department ordering, purchasing, and reconciliation in accordance with district procedures.
Prepare documents and records for approval and disbursement.
Create, maintain, and manage department forms, templates, and office supplies.
Operate standard and specialized office equipment and support department technology needs.

Data Tracking and Special Projects

Prepare spreadsheets, logs, and tracking tools to monitor HR data, timelines, and compliance requirements.
Conduct research and complete special projects as assigned in support of department initiatives and priorities.
Compile data and reports for internal use, audits, and leadership review.

Communication and Collaboration

Answer incoming phone calls and inquiries, providing accurate information or referrals to appropriate departments or staff.
Serve as an HR representative on committees and workgroups as assigned.
Maintain professionalism, discretion, and confidentiality in all interactions and work products.

Compliance and Professional Standards

Perform all duties in accordance with District policies, procedures, collective bargaining agreements, and safety practices.
Maintain strict confidentiality of sensitive personnel, student, and district information.

Other Duties and Responsibilities

Performs other related duties and special projects as assigned.

Minimum Qualifications

Knowledge of:

Human Resources administrative principles, procedures, and practices as applied to sub-professional and professional support functions, including recruitment processes, employee onboarding and orientation, training coordination, position control, compensation support, and personnel records management.
Teacher certification, licensure, endorsements, and content area assignment requirements, including the ability to interpret certification information and support compliance with state and district assignment standards.
Personal computer operation and job-related software applications, including word processing, spreadsheets, databases, applicant tracking systems, employee evaluation systems, and electronic document management for information storage, retrieval, and reporting.
English grammar, spelling, punctuation, and business writing standards, with the ability to prepare accurate, professional correspondence, reports, and official documents.
Modern office practices and procedures, including records management, customer service protocols, confidentiality standards, workflow coordination, and the operation of standard and specialized office equipment.

Ability to:

Compose, edit, and format professional correspondence, reports, and other written materials with accuracy and attention to detail.
Compile, track, analyze, and maintain data for reports, logs, and administrative records.
Interpret and follow written and oral instructions, policies, and procedures with minimal supervision.
Maintain accurate, organized, and confidential records and prepare clear, concise reports and summaries.
Operate a variety of standard and specialized office equipment and technology.
Utilize personal computers and job-related software applications, including word processing, spreadsheets, databases, applicant tracking systems, and electronic document management systems.
Design, develop, and maintain spreadsheets, tracking tools, and other administrative resources to support department operations.
Communicate effectively and professionally, both orally and in writing, with district leadership, principals, staff, applicants, and the public.
Provide high-quality customer service and build effective working relationships with district employees, administrators, and external contacts.
Apply sound judgment, logical reasoning, and problem-solving skills to address issues and develop practical solutions within established guidelines.
Manage multiple priorities simultaneously, handle frequent interruptions, and return to tasks with accuracy and efficiency.
Plan, organize, and prioritize work; manage time effectively; and consistently meet deadlines.
Maintain strict confidentiality of sensitive personnel, student, and district information.
Work independently and collaboratively in a fast-paced environment, demonstrating initiative and accountability.

Qualifications

Any equivalent combination of experience and training that would provide the required knowledge and abilities necessary to perform the work.

High school diploma or GED equivalency; and
At least five (5) years of progressively responsible administrative or office experience. Experience in a Human Resources or personnel-related environment preferred.
Excellent customer service skills and the ability to be flexible in responding to a variety of requests.
Must have a valid Idaho Driver's license and vehicle and/or must provide own transportation for job related activities.

Essential Physical Abilities

Sufficient clarity of speech and hearing, with or without reasonable accommodation, to discern verbal instructions and communicate effectively in person and by telephone.
Sufficient visual acuity, with or without reasonable accommodation, to read and comprehend written instructions and to review, evaluate, and prepare a variety of written and electronic documents.
Sufficient manual dexterity, with or without reasonable accommodation, to operate standard office equipment and a personal computer.
Sufficient personal mobility, flexibility, and physical reflexes, with or without reasonable accommodation, to lift and carry objects weighing up to 20 pounds, sit and work at a keyboard for extended periods of time, and perform work in a standard office environment.

EVALUATION
Yearly by supervisor

TERMS OF EMPLOYMENT
230 day calendar.
Regular attendance is an essential function of this job.

If you are chosen for this position your employment with the District would be "at will". Employment at Will means that the employee or the District may terminate the employment relationship with or without cause, and with or without notice, at any time;
As per Idaho Code 65-5-1/65-503: "Eligible veterans are provided advantages in public employment in Idaho…"