Project Assistant, Human Capital Information Systems

Pittsburgh Public Schools

Website Pittsburgh Public Schools

Job Summary:

Pittsburgh Public Schools employs over 4,000 individuals in various capacities to support the academic achievement and strength of character of the 23,000 students we serve. The Talent Management Team in the Human Resources Department is responsible for the recruiting and staffing functions of theĀ organization, andĀ is committed to attracting and retaining a high-performing diverse and talented workforce who holds high expectations for all students.

Under the direction of the Director of Talent Management the Project Assistant, Human Capital Information Systems works closely with the Manager, Human Resources Information Systems and is responsible for conducting data entry into the Human Resources Management System (HRMS).


Support Non-Exempt Salary Schedule, Level 10 (starting at $44,687)

FLSA Status: Non-Exempt

Work Months: 12


Candidates must be enthusiastic about the fundamental goal of advancing student achievement in an urban public school district. Candidates must be comfortable working on a team committed to better meeting the needs of our student population by increasing the racial diversity and cultural competency of our workforce. We are a hard working team focused on results and expect the pursuit of excellence in all aspects of the organization. In addition, we are seeking candidates with:

  • Bachelor’s degree or equivalent work experience required; Degree in human resources, management, human resources information systems, data analytics or business preferred.
  • At least three years of experience in data management, Human Resources, finance or similar field preferred
  • Ability to work collaboratively as a team player, under pressure with multiple competing deadlines, and with culturally, educationally, and racially diverse internal and external customers
  • Value, demonstrate, and promote diversity, equity, and inclusion.
  • Ability to prioritize routine work streams to meet deadlines and achieve results with limited supervision
  • Demonstrated proficiency in MS Word, Excel, Outlook, Access, and PowerPoint
  • Experience reviewing and entering information into Human Resources Management Systems (Munis and/or PeopleSoft preferred)
  • Strong analytical skills and an aptitude for data; ability to design and run queries
  • Demonstrated project management skills, attention to detail, organized and able to meet frequent and changing deadlines
  • Working knowledge of school system, human resource practices, federal and state employment laws and knowledge around Pennsylvania Department of Education certification requirements.
  • Ability to exercise a high degree of confidentiality, professionalism, poise, tact and diplomacy to accomplish objectives
  • Ability to innovate, research and think creatively
  • A capacity to solve problems, to stay organized and manage multiple priorities
  • Excellent verbal and written communication skills
  • City of Pittsburgh Residency Required

Essential Job Functions:

  • Review new hire paperwork, process personnel folders, and conduct data entry into Human Resources Management Systems (HRMS) for employee information and job-related transactions including, but not limited to, pay rate changes, step increments, compensation, earnings distribution changes, salary schedules adjustments, and across the board salary increases,
  • Review, track and process Act 168 forms for each new hire.
  • Ensure all pre-employment documents and demographic information are reviewed, tracked appropriately, entered into the Human Resources Management System, and filed for each new hire.
  • Generate ID badges for new hires and for current employees during scheduled office hours.
  • Review, adjust, and process applications and reports to determine employee eligibility for compensation factors such as Longevity, Advanced Study, Teacher/Professional/Administrator Increments.
  • Track and code substitute pay modifications and salary step adjustments.
  • Review, update, and run, employee data to upload it into the Pennsylvania Information Management System (PIMS).
  • Run quarterly/annual reports, data, and rosters and distribute them to the appropriate departments/schools and HR teams.
  • Manage and organize the communications sent and received from shared HR email accounts.
  • Organize and maintain the personnel file room and hard copy filing system.
  • Conduct file management and routine maintenance of digital and hard copy personnel information including, but not limited to, labeling and filing of personnel folders, processing and filing incoming paperwork, updating digital and hard copy records, refiling transfers, promotions, separations, and purging old files.
  • Address compensation and HCIS inquiries in a responsive, customer-focused manner in order to provide satisfying first tier response. 1
  • Assist with verifying applicant certifications.
  • Assist with scheduling, conducting, scoring, and reporting out on relevant assessments to contribute to the selection process.
  • Assist with documenting various departmental procedures to ensure consistency and identify areas for improvement.
  • Assist the Manager, Human Resources Information Systems with regular audits of the HRMS system to ensure data integrity, and with various projects during periods of high volume. Research and report on projects related to information contained in hard copy personnel folders. This may include, but is not limited to, converting hard copy information into digital form.
  • Assist with running reports and converting data into information to support decision-making processes inside and outside of HR.
  • Contribute to research and reporting projects related to information contained in hard copy personnel folders. This may include, but is not limited to, converting hard copy information into digital form.
  • Serve as a backup to complete employment verification and change of address requests in the absence of the Project Manager, Human Resources.
  • Communicate effectively and confidentially with stakeholder of all levels, over the phone, face-to-face, and by email.
  • Other duties as assigned by supervisor.

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