Human Capital Personnel Specialist

Job Title: Human Capital Specialist Wage/Hour Status: Exempt

Reports to: Director of Human Capital Pay Grade: Adm. Mgmt Pay Plan - 2

Dept./School: Human Capital and Talent Development Initiated Date: October 2026

WHO WE ARE

La Joya Independent School District (ISD) is committed to excellence for students and our community. We have a strong, 100-year legacy in the Rio Grande Valley. The district’s vision - Educational Excellence: The Right of Every Student - conveys our urgent focus on students.

Our work is rooted in five district priorities, which require collaboration and deep commitment to supporting one another as we serve the community.

Customer Service

Trust & Transparency

High-Quality Instruction

Excellence in Leadership

Integrity & Accountability

We are focused on ensuring every student in La Joya ISD has access to a high-quality, best-fit school as we work to improve from a B-district to an A-rated district. We serve more than 22,000 students in more than 30 schools and span six municipalities, covering more than 220 square miles.

WHO WE ARE LOOKING FOR

We are seeking an organized, dependable, service-oriented Administrative Assistant to provide high-quality administrative and operational support to one or more Directors and their assigned departments.

The ideal candidate is highly organized, attentive to detail, responsive, and able to manage multiple assignments and deadlines in a fast-paced environment. This individual will help ensure the department operates efficiently by maintaining calendars and records, coordinating meetings and activities, preparing correspondence and documents, processing administrative and purchasing paperwork, responding to routine inquiries, and tracking assignments through completion.

The successful candidate will understand that strong administrative support requires more than completing individual tasks. This person must anticipate routine needs, maintain organized systems, communicate effectively, follow established procedures, identify incomplete or overdue work, and ensure assigned responsibilities are completed accurately and on time.

This role regularly interacts with district and campus staff, families, vendors, and community members and must consistently demonstrate professionalism, discretion, responsiveness, and excellent customer service.

WHY LA JOYA ISD

You will be joining a district that is building on a legacy of achievement while rapidly improving and creating systems to reach new heights for student outcomes. You will receive intentional, targeted support in your leadership journey. We are also a district focused on continuous improvement and rigorous analysis of where we need to grow and learn.

QUALIFICATIONS

Education/Certification:

Associate degree in business administration, or related field highly preferred

Minimum of a high school diploma

Ability to obtain SHRM-CP certification within 1 year of hire.

Experience:

Minimum of 2 years of experience in human resources role or a similar setting comparable to the responsibilities and expertise of this position.

Experience in a school district, governmental organization, or other complex organization preferred.

Experience managing multiple assignments, deadlines, records, and administrative processes highly preferred.

Special Knowledge and Skills

Ability to manage multiple assignments, priorities, and deadlines simultaneously.

Strong written and verbal communication skills.

Knowledge of general office practices, administrative procedures, and records management.

Proficiency with Microsoft Office, Google Workspace, and other technology systems applicable to the assignment.

Ability to maintain calendars, schedule meetings, organize documents, and coordinate department activities.

Strong attention to detail and commitment to accuracy.

Ability to follow established procedures and complete assignments independently with appropriate direction.

Ability to track assignments, deadlines, and required documentation through completion.

Ability to maintain confidentiality and exercise appropriate judgment when handling sensitive information.

Ability to communicate professionally with employees, families, community members, vendors, and other stakeholders.

Strong customer-service orientation and ability to remain professional and responsive in a fast-paced environment.

Ability to learn and effectively use district administrative, purchasing, financial, records, and information systems.

Bilingual (English/Spanish) preferred.

KEY MEASURES OF SUCCESS

The Administrative Assistant to Director will be responsible for and held accountable to the following outcomes:

Recruitment & Staffing: Maintain accurate recruitment records, timely processing of hiring and employee transitions activities, and ensure personnel actions align with approved staffing allocations, funding, and established timelines.

Human Capital Program Administration: Effectively supports departmental operations by meeting administrative deadlines, providing accurate guidance, implementing process improvement, and successfully coordinating Human Capital programs, initiatives, and projects.

Records & Documentation: Maintain accurate employee records and data integrity, ensures compliance with certification, licensing, reporting, and documentation requirements, and supports audit and reporting processes with minimum errors or findings .

Communication & Customer Service: Provides responsive, professional, and accurate customer service by addressing inquiries promptly, maintaining positive stakeholder relationships, ensuring appropriate follow-up, and safeguarding confidential information.

Records, Reports & Compliance: Maintains accurate employee records and data integrity, ensures compliance with certification, licensing, reporting, and documentation requirements, and supports audit and reporting processes with minimal errors or findings.

Fiscal & Administrative Functions: Processes personnel, payroll, and compensation-related transactions accurately and within established deadlines, while ensuring compliance with district procedures, approval requirements, and data quality standards.

Confidentiality & Professionalism: Sensitive information is handled appropriately, and interactions consistently reflect district expectations for professionalism, integrity, and discretion.

MAJOR RESPONSIBILITIES AND DUTIES

Recruitment & Staffing

Maintain accurate records of active job openings and received applications; manages internal and external job postings.

Reviews applications for entry-level and non-exempt positions; conducts preliminary application screening to ensure minimum requirements are met.

Handles applicants inquiries and provides guidance throughout the recruitment and onboarding processes.

Prepares and processes onboarding, transfers, promotions, demotions, and separation documentation within established timelines.

Coordinate exit procedures and coordinate required separation documentation and notifications.

Assist with position control activities by maintaining authorized position records and ensuring personnel actions align with approved staffing allocations.

Verify position, funding, and staffing information prior to processing personnel transactions.

Human Capital Program Administration:

Assist with the day-to-day administrative operations of the assigned department(s).

Plans and supports district-wide information meetings such as new hire orientation, and meetings to announce or discuss changes in human capital-related processes.

Assist district staff with established administrative procedures, forms, timelines, and human capital processes.

Maintain systems for monitoring recurring department requirements and administrative deadlines.

Recommend and implement process improvements to enhance efficiency, accuracy, and customer service within Human Capital operations.

Assist with special projects and department initiatives as assigned.

Communication & Customer Service

Serve as a professional and responsive point of contact for the assigned department(s).

Receive visitors, telephone calls, emails, and requests and provide routine information within the scope of the position.

Serves as a point of contact for staff inquires and provides timely assistance to staff by responding to routine inquiries and concerns, directing complex issues to the appropriate Human Capital team member, and ensuring matters requiring follow-up are communicated and resolved appropriately.

Communicate professionally and respectfully with district employees, campus staff, students, families, vendors, community members, and other stakeholders.

Maintain familiarity with department functions, services, procedures, and key contacts to appropriately assist stakeholders.

Provide accurate information while recognizing matters that require administrator review or approval.

Demonstrate patience, professionalism, and a customer-service mindset when addressing questions, concerns, or competing requests.

Maintain confidentiality and discretion when communicating information related to employees, students, families, district operations, or other sensitive matters.

Records, Reports & Compliance

Maintains employee records through timely and accurate data entry, ensuring completion and accuracy of details such as employee contact information, job classification, pay rates, stipends, organizational structure, valid certification(s) and other key details.

Monitors employee certification, licensure, and credential requirements to ensure compliance with district, state and federal regulations.

Communicate upcoming certification and licensure renewal deadlines to employees and supervisors.

Resolve discrepancies in employee records, HRIS data, and personnel documentation.

Assist and support with internal audits, reporting requirements, and data requests.

Monitor recurring reporting requirements and notify appropriate staff of approaching deadlines.

Ensure documents submitted for processing contain required information, documentation, and approvals.

Protect confidential student, employee, financial, and district information in accordance with applicable laws, policies, and procedures.

Fiscal & Administrative Functions

Perform administrative and recordkeeping tasks related to staffing changes, which may include resignations, terminations, promotions, demotions, new hires, transfers, pay increases, etc.

Monitor onboarding processing timelines and follow up on outstanding documentation or approvals.

Coordinate with Business & Finance, Purchasing, Payroll, and other departments to resolve routine administrative issues.

Support payroll, compensation, position control, and budget- related processes.

Adhere and comply with all Human Capital and Payroll deadlines.

Responds to employee and supervisor inquiries regarding HR transactions, personnel actions, and payroll-related processes.

Review employee time records, absence documentation, supplemental pay documentation, personnel forms, and other assigned employee records accurately and within established timelines.

Ensure transactions and documentation comply with district policies, procedures, and established approval processes.

Confidentiality & Professional Judgment

Maintain confidentiality of student, employee, financial, personnel, and other sensitive district information.

Exercise appropriate judgment regarding information that may be shared and matters that should be referred to the Director or another administrator.

Maintain professionalism when handling confidential, sensitive, or challenging situations.

Follow district policies, procedures, and applicable legal requirements related to records, confidentiality, and information management.

Demonstrate professional, ethical, and responsible behavior in all interactions.

Professional Growth

Participate in professional development and training related to job responsibilities.

Maintain proficiency with district technology, administrative systems, policies, and procedures.

Seek feedback and continuously improve administrative practices, organization, communication, and customer service.

Maintain current knowledge of department procedures and district requirements applicable to assigned responsibilities.

Other duties as assigned

Supervisory Responsibilities

N/A

WORKING CONDITIONS

Physical Demands

Typical demands of an office environment, including extensive computer use and district-wide travel for meetings and events. Lifting and carrying of books, boxes, and audiovisual equipment, light (15-20 pounds), climbing, stretching, visual acuity, walking, pulling, bending, stooping, climbing stairs, reaching, pushing, sitting, kneeling, standing, and twisting, may be required to control behavior through physical restraint.

Work Environment
Primarily office-based with regular interaction with district staff, educators, students, families, and community members. Attendance at evening or weekend events may be required. Occasional prolonged and irregular hours.

Reading, demonstrating computer skills appropriate for assignment, effective communication and interpersonal skills, ability to work well with students, concentration (detailed work), interpretive skills (policy, procedure, dates), reasoning skills, understanding verbal instructions, analyzing, differentiating, memorizing, coordinating, compiling, and computing.

Mental Demands:

Work with frequent interruptions, maintain emotional control under stress.

POSITION WORKING DAYS
226 days contract

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive description of all work requirements and responsibilities, and management reserves the right to revise the job description or require that other responsibilities be performed when the job changes. Additionally, the minimum level of education notated as a requirement could be supplemented by commensurate experience and/or certification(s) or license(s) as determined by the hiring manager.

Employee’s Signature: _________ Supervisor’s Name: ______________________ __

Employee’s ID: Supervisor’s Signature: _____________________

Date: Date: ___________________________