Generalist - Human Resources

HR Generalist Administrative Support

The HR Generalist - Front Office Operations & Administrative Support position serves as the primary face, voice, and administrative logistical hub of the Human Resources department for Dayton Public Schools. Operating within a strategic tiered department model, this role ensures the efficient daily operation of the central HR lobby, routes communications, manages office supply pipelines, and handles department meeting logistics. This role requires a combination of welcoming customer service under high-volume scenarios and structured administrative tracking.

The Office of Human Resources operates in an exceptionally fast-paced, high-volume environment where this position serves as the literal "face and voice" of HR to employees, applicants, administrators, and external agencies. The successful candidate must possess an ironclad commitment to maintaining the highest standards of confidentiality, customer service excellence, and procedural consistency. Success requires a professional who can pivot instantly from focused administrative tracking to delivering calm, welcoming customer service to visitors under high-volume or high-stress scenarios.

Front Office Operations & Reception Excellence

Central Reception Management: Oversee front desk operations, ensuring a professional, structured, and welcoming environment for all visitors, staff, and community stakeholders.

Communications Routing: Direct and manage incoming central telephonic lines and digital inquiries, providing accurate baseline information independently or routing complex requests appropriately across the partner network.

Customer Intake & Liaison: Greet visitors, assess their immediate operational needs, and act as a professional liaison for general customer complaints, resolving basic office friction points independently.

Mail & Logistics Coordination: Direct the sorting and distribution of incoming physical mail, courier deliveries, and department correspondences; prepare and track outgoing critical mailings.

Departmental Logistics & Procurement

Supply Chain & Inventory Management: Monitor and manage office supply inventories, initiate procurement requisitions, and track expenditures for departmental equipment and administrative materials.

Facilities & Space Logistics: Coordinate routine facilities maintenance requests, space logic setups, and office equipment maintenance to ensure a safe, efficient, and professional workplace.

Meeting & Event Coordination: Manage the central HR department calendar, schedule complex cross-functional meetings, record/distribute accurate minutes, and coordinate logistical frameworks for departmental events.

Master Records Governance & Personnel Architecture

Official Personnel File Management: Works closely with the Reception and Records Management Generalist to govern, index, and maintain the district's physical and digital centralized employee personnel files with strict adherence to state records retention schedules and data confidentiality policies.

Archival Digitization: Coordinate the continuous migration of physical historical text into secure cloud-based digital document vaults, ensuring perfect image clarity, searchable formatting, and standardized electronic folder taxonomy.

Audit & Compliance Checks: Perform routine compliance spot-checks on active personnel profiles to verify the presence of mandatory structural records (contracts, board resolutions, oaths of office, and safety acknowledgments), flagging deficiencies for corrective action.

Core Behaviors & Competencies

Customer Service Focus: Provides exceptional customer service by responding to inquiries promptly, professionally, and respectfully, maintaining an unyielding commitment to serving stakeholders with dignity.

High-Clarity Communication: Shares information accurately and in a timely manner while maintaining appropriate confidentiality, actively listening to determine stakeholder needs.

Pivoting & Adaptability: Demonstrates an advanced capability to seamlessly transition from focused data input to addressing immediate in-person front-counter customer needs without losing focus.

Qualifications

Citizenship: Must be a U.S. citizen or have the legal right to work in the United States. Clearances: Must pass Federal (FBI) and Ohio Bureau of Criminal Identification and Investigation (BCI) background checks in accordance with state employment laws.

Education & Experience Standard: Bachelor's degree in Business Administration, Office Management, Human Resources, or a related field, AND a minimum of three (3) years of progressively responsible experience in high-level office administration, records tracking, or human resources support workflows; Equivalency Track: In lieu of a formal Bachelor's degree, a minimum of ten (10) years of dedicated, verifiable experience in high-level office administration, municipal records systems, and database entry functions may be considered.

Environment Preference: Prior experience operating within a public school district, government entity, or a multi-union public-sector environment is highly preferred.

Core Technical Competencies & Knowledge Records Regulation Literacy: Generalized foundational knowledge of standard records management systems, public records processing steps, and privacy statutes (e.g., HIPAA/FERPA parameters).

Database & Access System Literacy: Proven capability to safely navigate, input data, and change files within complex enterprise resource planning (ERP) databases (specifically BusinessPlus ), paired with a practical comfort running hardware setups like biometric fingerprint time-clocks.

Software Fluency: Direct proficiency with cloud-based productivity software (Google Workspace or Microsoft Office 365 suite), building basic intake logs in Google Forms, and executing standard sorting functions within Google Sheets / Excel.

Professional Certification: Professional HR certification (e.g., SHRM-CP or PHR) or active progress toward obtaining certification is preferred.

What Success Looks Like In Year 1

Within 90 Days: You have assumed total command over front-desk reception logistics, streamlined the incoming phone routing process, and stabilized front office administrative support workflows.

Within 6 Months: You are coordinating facilities and procurement runs with no system delays and managing front-office customer satisfaction metrics effectively.

Within 1 Year: You have built a highly praised front-office service environment for district staff and demonstrated total execution independence over central office logistics.

Physical Attributes / Demands

Lifting & Moving: Records governance dictates occasionally lifting, carrying, pushing, and pulling various boxes of historical files, archiving bins, or office supply shipments up to a maximum of 20 pounds (and up to 50 pounds utilizing transport wheels).

Mobility: While performing the duties of this job, the employee is regularly required to sit at a front computer workstation, stand for greeting intervals, walk, talk, hear, see, read, speak, reach, stretch with hands and arms, crouch, kneel, and stoop to access lower physical file drawers or incoming supply shipments.

Work Environment Office & Interactions: Work is performed in a central office lobby and professional desk setting. The role involves high-volume foot traffic, frequent operational interruptions, and direct interaction with employees, community members, and external tracking agencies requiring an exceptional degree of composure, warmth, and professional diplomacy. Deadlines: Statutory state public records response laws, processing timelines for financial lending verifications, and fixed meeting notification windows require absolute precision and unyielding attention to systemic detail.