Job Description
Administrative Specialist Indianapolis Public Schools - 3.4 Indianapolis, IN Job Details Full-time 1 day ago Benefits Paid holidays Disability insurance Health insurance Dental insurance Flexible spending account Vision insurance Loan forgiveness Life insurance Retirement plan Qualifications Customer inquiry handling Full Job Description
WELCOME TO INDIANAPOLIS PUBLIC SCHOOLS!
Indianapolis Public Schools (IPS) is a student-focused, innovative educational organization committed to academic excellence. Our mission is to empower and educate all students to think critically, creatively, and responsibly, to embrace diversity, and to pursue their dreams with a purpose. Led by forward-thinking leadership and a commitment to prioritizing students, racial equity, and authentic engagement, we provide a challenging but rewarding environment for those passionate about the Indianapolis community. In return, no matter your role here, we expect a commitment to excellence and accountability. You'll be held to high standards. Resilience and passion are key—you must be adaptable, handling adversity with flexibility while putting students at the heart of everything you do. Ethical conduct, clear communication, and mutual respect are fundamental. Being a dependable, collaborative team player who builds meaningful relationships is essential. Together, we are Proving What's Possible by building a community where everyone belongs and each student has the opportunity to fulfill their potential. A Career in IPS Offers… Purpose and Impact:
Essential Contributions:
In every non-teaching and non-leadership role, your work directly supports the success of IPS students and schools. Whether you're maintaining facilities, providing student services, or managing administrative operations, you play a key part in ensuring an equitable and high-quality educational environment. Belonging and Community:
IPS is a place where every employee is valued. You'll join a supportive community that promotes respect, teamwork, and a shared commitment to serving students and families. Professional and Personal Growth:
Training and Development Opportunities:
IPS offers a variety of training programs to help staff build new skills and grow professionally. This includes access to development opportunities for administrative, technical, and operational roles, as well as pathways to becoming a certified teacher. Skill Enhancement:
Whether you're new to your role or seeking to deepen your expertise, IPS provides resources and support for continuous improvement. Comprehensive Compensation and Benefits:
Fair Compensation:
IPS ensures competitive wages and regularly reviews pay structures to maintain equity. Extensive Benefits Package:
Employees enjoy comprehensive health coverage, dental and vision plans, life insurance, disability insurance, and retirement plans. Additional financial benefits include flexible spending accounts and eligibility for federal loan forgiveness programs. Work-Life Balance and Well-being:
Generous Leave Policies:
IPS offers vacation, personal, and sick leave, along with paid holidays. Twelve-month employees benefit from floating holidays, and unused personal leave rolls into the sick leave balance. Wellness Programs:
IPS prioritizes staff well-being with access to wellness initiatives, including health screenings and an employee assistance program for confidential support and counseling. What We Expect:
Professionalism and Reliability:
Every role at IPS is vital to the district's success. We expect staff to demonstrate professionalism, dependability, and a commitment to providing excellent service to students, educators, and families. Collaboration and Communication:
IPS values teamwork. Working collaboratively with your colleagues ensures a supportive environment for all. Clear communication and mutual respect are key to maintaining this culture. Flexibility and Problem-Solving:
As a large, dynamic district, IPS needs staff who are adaptable and proactive in solving problems to meet the ever-changing needs of students and schools. JOIN US! Indianapolis Public Schools is more than a workplace; it's a community where purpose, impact, and belonging come together to help Prove What's Possible - in your career and in your school. If you're ready to embrace challenges, strive for excellence, and make a meaningful impact, IPS is the place for you. WHO WE ARE
Indianapolis Public Schools (IPS) is a student-focused, innovative educational organization committed to academic excellence. Our mission is to empower and educate all students to think critically, creatively, and responsibly, to embrace diversity, and to pursue their dreams with a purpose. We are a family of excellent public schools in which every student has the opportunity to succeed and the power to create their own future. Led by forward-thinking leadership and our commitment to prioritizing students, racial equity, and authentic engagement with our families, team members, and communities, our staff have diverse opportunities to develop their careers in a challenging but rewarding environment. We are an organization for people who are passionate about education and who are committed to the Indianapolis community. SUMMARY OF OPPORTUNITY
The Human Resources Specialist provides essential operational and clerical support to the HR department, specifically focusing on school Staffing Zones and Central Office functions. This role serves as the primary engine for data integrity and administrative flow, ensuring that staffing actions, employee records, and onboarding requirements are processed with precision. Reporting to a Senior HR Staffing Manager, the Specialist acts as a first point of contact for employee inquiries and ensures that the "behind-the-scenes" mechanics of the employee lifecycle run smoothly. WHAT YOU'LL DO
The following outlines what your core duties and responsibilities will be for this position and provides a sample overview of what your day-to-day may look like. Core Duties and Responsibilities:
Data Management of Volunteers and/or Sub Contracted Services:
Execute high-volume data entry into volunteer systems and platforms. Support the day to day processes of sub contracted services to include placements and approvals. Onboarding Coordination:
Facilitate the clerical aspects of the hiring process. This includes monitoring background checks, creating employee ID badges, and scheduling new hires for orientation. Transaction Processing:
Support the Senior Staffing Manager by managing the clerical workflow for employee separations and other status'. Certification Tracking:
Monitor teacher licensure in the staffing zone to ensure compliancy. Send proactive notifications to staff regarding upcoming expirations to ensure district-wide compliance. Staffing Zone Support:
Provide dedicated administrative support for the unique staffing needs of prospective staffing zones, including maintaining rosters for itinerant staff and long-term substitutes assignments. General Inquiries:
Monitor the HR general email inbox and phone lines. Provide timely, accurate responses to routine questions regarding benefits, pay cycles, and policy locations. Other duties as assigned. "Day in the Life" Overview Audit new hire checklists for missing signatures or required compliance documents. Process a batch of background checks for incoming volunteers and central office interns. Monitor weekly vacancy reports and reconcile with the Senior HR Staffing Manager. Process badging for new and existing employees Initiate office supply orders for Director approval WHAT YOU'll BRING:
SKILLS AND MINDSETS
As an ideal candidate for this role, you will be able to achieve the following: Attention to Detail:
A "eagle-eye" for accuracy; you enjoy ensuring every "i" is dotted and every "t" is crossed in complex spreadsheets and contracts. Organization & Prioritization:
Ability to manage a high volume of clerical tasks and meet tight deadlines without sacrificing quality. Discretion:
Ability to handle sensitive, confidential personnel information with the utmost professional integrity. Tech Savviness:
Proficiency in Microsoft Office (specifically Excel for data tracking) and experience with HRIS or HCM databases. Customer Service Orientation:
A helpful, friendly demeanor when assisting employees with administrative hurdles. EDUCATION, CERTIFICATION, AND LICENSURE REQUIREMENTS
Degree:
Associate's degree in Business Administration preferred Experience:
A minimum of two (2) to three (3) years of administrative or clerical experience, preferably within an HR environment or a large public-sector organization. Equivalency:
An equivalent combination of education and clerical experience that provides the required knowledge and skills will be considered. FLSA CLASSIFICATION
Hourly PHYSICAL REQUIREMENTS
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to sit; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. EEOC STATEMENT
Indianapolis Public Schools, in accordance with its nondiscrimination policies, will not discriminate in its programs, facilities, or employment or educational opportunities on the basis of race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, pregnancy, veteran or military status, genetic information, sexual orientation, gender identity or expression, marital status, familial status, domestic violence victim status, homelessness or any other legally recognized protected basis under federal, state or local laws, regulations, or ordinances. Indianapolis Public Schools does not tolerate any form of retaliation or bias-based intimidation, threat, or harassment that demeans individuals' dignity or interferes with their ability to learn or work. DISCLAIMER
Essential functions, as defined under the Americans with Disabilities Act, may include any of the above representative duties, knowledge, and skills. This job description is illustrative only and is not a comprehensive list of all essential functions and duties performed by the occupant of this position. Factors such as regular and punctual attendance are not routinely listed in job descriptions but are an essential function.
