Salary/Terms: Standard 261-day contract. Monday through Friday 8a-4p. Salary based on experience and education level per NCBOE salary schedule plus competitive benefits package equal to approximately 35% of direct compensation. 

Classification: Professional

Reports To: Superintendent/Assistant Superintendent

Evaluation: Performance of this position will be evaluated annually by the Superintendent and/or Assistant Superintendent in accordance with county board policy NCBOE Policy 3220 and West Virginia Department of Education policy 5310.

FLSA Status: Exempt

Job Summary: To provide confidential administrative, payroll, personnel, benefits, and human resources professional support to the Superintendent, Assistant Superintendent, school administrators, employees, applicants, retirees, and the public while ensuring the efficient operation of personnel, payroll, and employee benefits services in compliance with applicable federal, state, and county policies and procedures.

Qualifications:

• Bachelor's degree in business administration, Human Resource Management, Public Administration or a closely related field required.
• Experience in human resources, payroll administration, and employee benefits preferred.
• Demonstrated proficiency in Microsoft Office 365, Outlook, Word, Excel, Teams, and web-based applications.
• Ability to maintain confidential records and information.
• Strong organizational, communication, and customer service skills.
• Knowledge of West Virginia school personnel procedures, benefits administration, payroll, and employment processes preferred.
• Ability to establish and maintain effective working relationships with employees, administrators, and the public.
• Consistent professional demeanor including appearance and positive attitude. 

Essential Duties and Responsibilities:

Personnel and Human Resources 

1. Distribute, collect, process, and maintain new hire paperwork for all employee positions.
2. Report new employees to the State of West Virginia as required.
3. Navigate and maintain the Frontline Hiring and Recruiting system and assist applicants throughout the application process.
4. Schedule and conduct service personnel competency testing in accordance with county and state requirements.
5. Maintain service personnel seniority lists for regular and substitute employees.
6. Post seniority lists on the county website and distribute them to schools and administrators as required by West Virginia Code.
7. Assist with the preparation and maintenance of the annual Certified List of Personnel.
8. Maintain accurate employee personnel files and records.
9. Ensure ongoing compliance with regulations and deadlines.
10. Support onboarding and offboarding processes.
11. Perform other HR-related duties as assigned to support department operations.

Employee Benefits Administration

1. Maintain Public Employees Insurance Agency (PEIA) and American Benefits policies for all employees.
2. Process insurance enrollment changes and updates as requested by employees.
3. Create, reconcile, and balance monthly PEIA spreadsheets and reports.
4. Collect insurance premium payments from employees on approved leaves of absence.
5. Process COBRA payments and related documentation for retirees participating in dental and vision coverage programs.
6. Process retirement paperwork and submit required documentation to the Consolidated Public Retirement Board (CPRB), PEIA, and other agencies as necessary.
7. Provide guidance and support to Workers' Compensation, Short-Term Disability, and FMLA (and other state and/or federal leave programs).

Substitute Management Functions

1. Enroll new employees in the substitute calling system.
2. Assist principals, secretaries, and employees with substitute system issues and troubleshooting.
3. Monitor substitute calling systems and communicate concerns or operational issues to administrators and school personnel.

Administrative Support

1. Provide administrative support to the Superintendent and Assistant Superintendent.
2. Coordinate office operations for the Superintendent and Assistant Superintendent, including managing information flow, assisting with administrative tasks, coordinating workflow, communicating information to school and District Personnel, and developing office forms, systems and procedures.
3. Screen calls and route inquiries to appropriate departments or school personnel.
4. Respond courteously and efficiently to students, employees, visitors, and the public.
5. Establish and maintain positive public relations and employee relations.
6. Support relationships between Nicholas County Schools and institutions of higher education.
7. Prepare and/or assist in Board policies and guidelines, ensuring compliance with state and federal laws.

Technology and Recordkeeping

1. Maintain proficiency in Office 365 applications, email systems, Microsoft Teams, website management functions, and other software utilized by the district.
2. Maintain accurate records, reports, databases, and electronic files.
3. Ensure the confidentiality and security of personnel records and sensitive information.
4. Maintain a wide variety of complex manual and electronic documents files and records for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
5. Compose a wide variety of complex written materials (correspondence, agendas, minutes, event programs, bulletins, reports) for the purpose of communicating information and/or creating documentation in conformance with established guidelines. Tasks will include composing letters, memos, etc. Will also include a variety of reports, documents, and correspondence of a confidential and non-confidential nature.

Professional Responsibilities

1. Maintain confidentiality in all personnel and district matters.
2. Demonstrate professional work habits, dependability, and ethical conduct.
3. Participate in professional development activities to maintain and improve job-related skills.
4. Maintain a safe and orderly work environment.
5. Perform assigned duties efficiently, accurately, and productively.
6. Comply with all county, state, and federal regulations, policies, and procedures.
7. Perform other duties and responsibilities as assigned by the Superintendent or Assistant Superintendent.

Payroll Administration

1. Process and maintain payroll records for all employees in accordance with county, state, and federal requirements.
2. Enter, verify, and update employee payroll information, including new hires, transfers, salary adjustments, deductions, supplements, and terminations.
3. Review timesheets, leave records, and payroll reports for accuracy and completeness prior to payroll processing.
4. Process payroll deductions, including insurance premiums, retirement contributions, tax withholdings, garnishments, and other authorized deductions.
5. Coordinate payroll-related activities with the Finance Department, Human Resources Office, schools, and departments.
6. Maintain accurate payroll records and supporting documentation in compliance with applicable laws, regulations, and audit requirements.
7. Respond to employee inquiries regarding payroll, leave balances, deductions, and compensation matters.
8. Prepare and distribute payroll reports as required by county administration, state agencies, and auditors.
9. Assist with year-end payroll processes, including W-2 preparation, reconciliation of payroll records, and reporting requirements.
10. Ensure compliance with West Virginia Department of Education, Consolidated Public Retirement Board (CPRB), Public Employees Insurance Agency (PEIA), Internal Revenue Service (IRS), and other applicable payroll regulations.
11. Maintain confidentiality of all payroll records and employee information.
12. Assist in monitoring payroll budgets and personnel expenditures as requested.
13. Perform payroll-related duties accurately and within established deadlines.

Physical Demands:

The employee must be able to sit, stand, walk, communicate effectively, use office equipment, and perform repetitive hand motions associated with computer and office work. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

The information contained in the job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of duties performed by this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned by the Superintendent or his/her designee.

Application Procedure:   Apply online

Selection Procedure: Per W. Va. Code