Reception Admin Assistant Jobs in Iowa (NOW HIRING)

Great Prairie Area Education Agency has an opening for a Human Resources Assistant in our Ottumwa AEA office. This is a salary position with a generous paid leave package in addition to a monthly cafeteria plan allotment of $1,050, and IPERS retirement and employer sponsored LTD and life insurance.

Classification: Administrative Support

Job Summary:

This service-oriented position provides administrative and operational support for the Human Resources department. The Human Resources Assistant serves as a point of contact for employees, administrators, and the public, assisting with employment processes, employee records, payroll and HRIS data entry. This position supports recruitment, onboarding, recordkeeping, and HR administrative functions while maintaining confidentiality and providing excellent customer service. It will share year round front desk reception duties. This role requires attention to detail, organization, and the ability to manage multiple tasks while maintaining confidentiality. Ability to adapt and apply technology is a must. The position works closely with the Human Resources Administrator, Business Office and Technology staff to ensure accurate personnel records and efficient HR operations.

• Bachelor's degree preferred.
• Experience in an office or administrative support role preferred. Experience in Human Resources or a school district setting is beneficial but not required.

Support Recruitment, Hiring, and Onboarding

• Maintain job vacancy records and post position openings in ATS.
• Assist with processing employment applications and maintaining applicant files.
• Schedule interviews and manage Department of Ed Reference Check Forms.
• Initiate background checks and coordinate pre-employment requirements including EVerify.
• Enter and maintain employee information in HRIS systems such as Vista Iowa Business Software.
• Assist with onboarding and new employee orientation.
• Capture headshots, distribute badges and lanyards.
• Assist in the evaluation of new and established Human Resources programs, procedures, and systems.

Maintain HR Databases and Records

• Enter, update, and maintain employee information in HRIS and related databases.
• Maintain personnel files and employment records in accordance with agency procedures.
• Track employee licensure, training records, and required documentation.
• Maintain HR spreadsheets and tracking systems, including sub records and evaluation schedules.
• Maintain Affiliation agreements, forms and job descriptions.

Assist with HR Reporting and Documentation

• Help transition to a paperless environment where applicable.
• Prepare employment contracts, correspondence, and routine HR communications as directed.
• Assist with tracking employee leaves.
• Reconcile hourly payroll timesheets.
• Enter purchase orders.
• Support preparation of required state and federal reports.
• Serve as a point of contact for employee questions and direct inquiries appropriately.
• Maintain and update HR information on the agency website.
• Help publish weekly staff updates and new employee spotlights.
• Assist with the coordination of employee orientation, recognition events and manage service awards.
• Participate in the Staff Planning Committee.

Reception Tasks (shared)

• Directing phone calls, admitting and directing visitors.
• Schedule room reservations & create invoices.
• Manage job fair carts.
• Distribute mail.
• Other duties as assigned.

Skills and Abilities:

• Proficiency in Google Documents and willingness to use technology.
• Ability to learn and use HRIS systems.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality of sensitive information.
• Demonstrates reliable and consistent attendance.
• Strong customer service and interpersonal skills.
• Ability to manage multiple tasks and meet deadlines.
• Ability to communicate effectively in person, by phone, and in writing.
• Ability to work independently and as part of a team.

Working Conditions:

• Ability to travel to training or meetings outside of the area.
• Normal, routine levels of activity related to bending, carrying, climbing, hearing, lifting, reaching, sitting, standing, vision and walking, and may also involve above-average levels of activity at times that can't always be anticipated.

The work schedule and compensation will be determined in alignment with Great Prairie AEA policies and subject to board approval.

Annual evaluations the first two years and every three years thereafter.