Human Resources Data Technician

POSITION TITLE: HR Data Technician OVERTIME STATUS: Non-Exempt

REPORTS TO: Coordinator of HR Data and Processes PAY GRADE: Grade 113A

JOB SUMMARY:

The HR Data Technician performs essential technical, clerical, and administrative data processing support for the Human Resources department. Reporting directly to the Coordinator of HR Data and Processes, this role is responsible for the daily input, routine maintenance, and transactional integrity of personnel records within the Human Resources Management System (HRMS) and associated school division databases. Essential functions include processing routine employee data changes, assisting with school and site personnel roster maintenance, executing verification audits, assisting with report compilation, and delivering helpful customer service regarding routine HR data procedures.

ESSENTIAL DUTIES:

Inputs, updates, and verifies employee records and personnel actions in the HRMS database using established protocol and standardized data entry guidelines.

Assists the Coordinator of HR Data and Processes with the routine creation, maintenance, and verification of school site personnel rosters.

Processes transactional employee records, including position changes, departmental additions, transfers, status updates, and terminations.

Assists in gathering, organizing, and formatting personnel data for federal, state, and local personnel reporting requirements.

Performs routine data quality audits to verify accuracy, detect duplicates or missing entries, and resolve minor data discrepancies.

Assists school administrators and central office personnel with routine data entry procedures, roster verification, and basic system navigation.

Maintains physical and digital personnel records, ensuring accurate filing, archiving, and strict adherence to records retention and confidentiality guidelines.

Provides support during district onboarding and new hire orientation sessions by collecting, verifying, and indexing required employment documentation (e.g., I-9, W-4, credentials).

Assists in updating data dictionary values, workflow tracking logs, and routine system access permission requests as directed.

Performs related clerical, data entry, and support duties as assigned by the Coordinator of HR Data and Processes.

JOB SPECIFICATIONS/PHYSICAL REQUIREMENTS:

Knowledge, Skills, and Abilities:

Working knowledge of standard HR office practices, data entry protocols, and database record maintenance.

Proficiency with Microsoft Office Suite, specifically MS Excel (data formatting, basic formulas, filtering) and MS Word.

Ability to perform clerical and data entry work quickly and accurately while managing repetitive tasks with precision.

Strong organizational skills and attention to detail, with the ability to prioritize routine tasks under time constraints.

Ability to exercise the highest level of discretion and judgment in safeguarding confidential personnel records and sensitive data.

Effective verbal and written communication skills to deliver courteous, responsive customer service to division employees and site staff.

Ability to work cooperatively in a team environment and assist supervisors with routine technical projects.

Physical Requirements:

While performing the duties of this position, the employee is regularly required to sit at a desk and operate a computer workstation for extended periods of time. The role requires normal cognitive abilities to recall procedures, verify accuracy, and follow established instructions. Communicates clearly in person and via telephone/email with division staff. Frequent manual dexterity for keyboarding, filing, and handling documents. Occasional standing, walking, reaching, and light lifting or moving of office files and records weighing up to 25 pounds.

EDUCATION AND EXPERIENCE:

High School Diploma or GED required; Associate's degree or post-secondary coursework in business administration, human resources, information systems, or a related field preferred. Minimum of one (1) to three (3) years of experience in data entry, clerical office support, or human resources database processing—preferably within a public school system or public sector organization. An equivalent combination of education, training, and experience that demonstrates the required knowledge, skills, and abilities may be considered.

APPLICATION PROCEDURE:

All applicants please submit an on-line application along with copies of supporting credentials and 2 references at ppsk12.us/jobs. Be sure to connect your application to the advertised position.

PORTSMOUTH PUBLIC SCHOOLS IS AN EQUAL OPPORTUNITY EMPLOYER