Human Resources Administrative Secretary - Delaware Schools Consortium : Job Details

Position Type: Secretarial /Clerical/SecretaryDate Posted: 8/20/2025Location: Woodbridge Administrative OfficeDate Available: ASAPClosing Date: Until FilledDistrict: Woodbridge School DistrictPOSITION: Human Resources Administrative Secretary LOCATION: Woodbridge School District Office START DATE: As soon as possible REPORTS TO: Assistant Superintendent CLOSING DATE: Open Until Filled Woodbridge School District is accepting applications for a Human Resources Secretary. This is a full-time, 12-month administrative secretary position. The salary scale for this position is attached to this posting. JOB SUMMARY: The Human Resources Secretary provides essential administrative and clerical support to the Human Resources department. This position plays a key role in employee lifecycle processes including onboarding, offboarding, benefits administration, and compliance tracking. The HR Secretary ensures smooth day-to-day operations by managing documentation, overseeing licensure and certifications, coordinating leaves of absence, and assisting with employee benefit programs. The ideal candidate is detail-oriented, highly organized, and capable of handling sensitive information with discretion. QUALIFICATION REQUIREMENTS:

• High school diploma or equivalent; Associate's or Bachelor's degree in HR, business administration, or related field preferred.
• Minimum of 2 years of administrative or clerical experience, preferably in a Human Resources or educational environment preferred.
• Proficiency in employee management, timekeeping and other employee systems preferred.
• Strong organizational, communication, and interpersonal skills.
• Ability to handle confidential information with professionalism and integrity.
• Proven ability to work effectively in a team setting by collaborating closely with partners to share tasks, communicate openly, and ensure timely completion of shared goals.
• Highly attentive to detail, ensuring precision and quality in all tasks and minimizing errors.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (The following duties and responsibilities will be shared amongst two positions)

• Prepare onboarding documentation, schedule orientations, and ensure timely completion of required forms and background checks.
• Enter new employee information into PHRST and create the official employee file, ensuring all data is accurate and compliant with state and agency requirements.
• Assign appropriate position, work location, and supervisor in PHRST.
• Set up employee access to internal systems including timekeeping and benefits portals.
• Notify relevant departments (IT, payroll, supervisors) of new hire to ensure timely provisioning of resources and access.
• Coordinate offboarding processes including exit interviews, termination paperwork, and final benefit communication.
• Collaborate with the Assistant Superintendent to ensure job descriptions and posting criteria are accurate and up to date.
• Track the status of each applicant using internal systems; flag incomplete or outdated applications.
• Respond to candidate inquiries regarding application procedures and job requirements.
• Communicate with applicants regarding next steps, missing documentation, or disqualification decisions.
• Schedule interviews or onboarding sessions for qualified candidates.

• Monitor and maintain accurate records of employee licenses and certifications.
• Send timely reminders for renewals and update tracking systems accordingly.
• Process employee salary increments and communicate changes to payroll.
• Prepare employee contracts and ensure acknowledgements of contracts including EPER and coaching contracts.
• Assist employees with benefits enrollment, changes, and questions.

• Liaise with benefits providers to resolve issues and ensure accurate benefit records.
• Conduct new hire benefits orientations and assist with open enrollment processes, including distribution of materials, answering employee questions, and collecting enrollment forms.
• Coordinate with payroll to ensure accurate benefits deductions and adjustments.
• Maintain and audit benefits-related documentation and records for accuracy and compliance.
• Serve as a liaison between employees and insurance providers to resolve complex coverage, claims, and eligibility issues.
• Track benefit eligibility dates for new hires and notify employees of enrollment windows.
• Assist with annual benefits renewals, surveys, and internal communications.
• Maintain documentation of qualifying life events and ensure timely updates to benefit elections.
• Reconcile monthly benefits invoices and notify appropriate staff of discrepancies.

• Maintain the timekeeping system and address employee time-related inquiries.
• Provide training and technical assistance to staff on using the timekeeping and attendance system.
• Run regular reports to ensure compliance with attendance policies and address discrepancies.
• Communicate with employees regarding their leave entitlements, responsibilities, and expected return-to-work dates.
• Process and track all leave of absence requests including FMLA, short-term disability, parental leave, and other leave types.
• Ensure accurate benefit continuation during leaves and communicate with payroll and third-party providers as needed.

• Administer tuition reimbursement requests, verify eligibility, maintain documentation and compliance records, and process tuition payments.
• Review incoming substitute applications for completeness and minimum qualifications.
• Maintain organized records of substitute applications and communications.
• Ensure substitutes are added to appropriate scheduling or timekeeping systems.
• Maintain an up-to-date substitute roster and communicate availability to relevant departments.
• Oversee the employee keyfob system for new employee access and employee changes throughout the school year including issuing employee IDs.

• Help plan and coordinate district-wide events
• Oversee and maintain the Human Resources section of the district website by regularly updating content, revising information as needed, and ensuring accuracy, clarity, and accessibility for all stakeholders.
• Maintain personnel files and digital records in accordance with organizational and legal requirements.
• Answer general HR inquiries and provide administrative support to HR staff.
• Assist in scheduling, correspondence, and reporting as needed.
• Other duties as assigned.

Internal candidates: Apply on Frontline and submit a Letter of Interest: External candidates: The following documents represent a completed application file and must be submitted: a letter of interest, updated resume, and three (3) current letters of recommendation (dated within the last 3 years). All documents may be attached to the online application. Complete an online application on Frontline: ADA ACCOMMODATIONS DISCLOSURE: Under the Americans with Disabilities Act (ADA), the Woodbridge School District is required to provide reasonable accommodations to qualified employees with disabilities, unless doing so would pose an undue hardship. Qualified employees must have the requisite skills, experience, education, and licenses for the job, and must also be able to perform the essential functions of the job, with or without reasonable accommodations. The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. The Woodbridge School District is an Equal Opportunity Employer and does not discriminate in employment or in educational programs or activities, on the basis of race, color, creed, religion, gender (including pregnancy, childbirth and related medical conditions), national origin, citizenship or ancestry, age, disability, marital status, veteran status, genetic information, sexual orientation, gender identity, or upon any other categories protected by federal, state, or local law. Inquiries about compliance should be made to the Title IX Coordinator: Kelley Kirkland, Administration Building 16359 Sussex Highway, Bridgeville, DE 19933. Phone (302) ###-####.Attachment(s):

• 25-26 Secretary Salary Scales.pdf