Job Responsibilities

This desk is responsible for the following:

Agendas – Personnel, Policy and Board

• Request information from Admins. for agendas
• Create and/or revise policies and regulations for the Policy agenda
• Create agendas and, if needed, addendum
• Post Personnel and Policy agendas
  

After the Board agenda do the following:

• Create and send contracts, time entry letters, resignation/LOA letters, etc.
• Update Personnel Book
• Update Linq ERP
• Report new staff into the NJnewhires.com website
• Update Spreadsheets: Employee Template (monthly), Key Fobs to Inactivate (monthly), Workshops (monthly) and in the Spring Employee New Hire Report to keep track of those positions that need to be filled.
• Upload second readings Policies/Regulations into Strauss Esmay and upload approved new/revised Job Descriptions into Google docs.
• Send Off-Boarding Survey to terminated employees.
• After last day working for terminated employees, change work email in Linq ERP to the employee’s personal email address.
  

New Hires:

• After the Supervisor meets with the new hire, book a drug screening/blood alcohol test, enter the new hire into Linq ERP and email the new hire the date/time of the drug screening/BAT as well as the Pass the Trash paperwork for completion and the directions for creating an Employee Portal account.
• Gather all of the forms from the new hire. Email the Staff Accountant the pension form, provide and any medical forms to the Personnel Secretary. Meet in person or through a Zoom meeting to view the original ID (driver’s license and social security card is requested) for the Form I-9.
• Send out the PL 2018, c.5 Sexual Misconduct forms to new hire’s past employers.
• Email the new hire after the board approval with instructions for electronically signing the contract and directions for entering medical/dental/vision insurance (if applicable).
• Upon receipt of an mhrd email address issuance, email the new hire his/her email address and password (and instructions for signing in the first time).
• Periodically check the Office of Student Protection website for Criminal History approval.
• Send Emergent Hiring paperwork to the County BOE if needed.
• Enter any new teachers that do not have a standard certificate into the Provisional Teacher Program. Review and obtain a mentor if required.
• Request Mentoring Logs, approve logs in the Frontline PD program, print and scan logs into Archive, then file.
• Enter any new administrators into the L2L/Leader to Leader program if needed.
• Check the Teacher/Administrator website and print any new Standard certificates for those employees that were in a PTP or L2L program. Enter these Standard certificates into Linq ERP
• Add new hires to Frontline Central including the new hire’s date of birth.
• Scan all forms into Archive/Etrieve.
  

Substitute Credentials

• Provide to SPED Staff Assistants, out of district Coaches and Advisors that are hired without already having a valid Substitute Certificate the NJEdCert directions for obtaining a Substitute Certificate.
• Send the new hire a copy of their Criminal History approval upon state issuance, as the new hire will need to upload this into their NJEdCert application.
• Periodically check to see if the substitute certificate has been issued. If it is taking longer than a month from the initial date of application, then check with the county to see why it has not been issued.
• Once the certificate has been issued, enter the Sub certificate information into the employee’s Linq ERP account.
• Scan and file the certificate into the employee’s Archive/Etrieve and Personnel files.
  

Create requisitions/purchase orders.

Meet with potential homebound instructors and process their paperwork.

Send out letters to potential new hires that did not get the position.

Meet with part-time custodians that the Director/Supervisor wants to hire. Go over the paperwork and process as needed.

HR Audit Report – once a pay period, the Staff Accountant will send an audit report for the upcoming pay. Review the audit report and make any necessary changes to Linq ERP before payroll is processed.

Verification of Employment – Upon receiving a request for a VOE, send the request to our Staff Accountant, who will complete a spreadsheet with the information needed for the VOE. Then complete the VOE and send it to the requestor.

Employee Pictures on Linq ERP – Once a year obtain a file of employee’s pictures from each school and upload missing or new hire pictures into Linq ERP.

Create Linq Analytics reports for Supervisor as needed.

Update next years’ new longevity and work with the Business Administrator with budgeting adjustments in Linq ERP (usually done is late fall/early winter).