HR Compliance Coordinator
Position: HR Compliance Specialist
Reports To: Chief of HR
Salary Schedule / Grade:
F.L.S.A Status: Exempt
The Office of Human Resources at Dayton Public Schools is currently recruiting for the position of HR Compliance Specialist. This is an administrator position reporting to the Chief of HR.
ESSENTIAL DUTIES AND RESPONSIBILITIES
(Incumbent performs a majority of the following duties)
The Dayton Way
- Support and maintain the District’s core principles in the areas of professionalism, culture, and customer service. Demonstrate courage, compassion, patience, and a passion for compliance in daily activities.
- Meet the challenges of tracking and monitoring evaluator licenses across the District. Coordinate processes and deadlines to evaluators on properly renewing and maintaining licensures.
- Ensure the District’s compliance in all State and Federal laws regarding mandatory training. Monitor the completion of mandatory new hire and ongoing annual training through the district’s training management system.
- Collaborate and engage effectively with teachers and administrators to implement compliances strategies that follow Federal and State regulations.
Credential and Licensure Verification
- Track and monitor credential information for certified staff, coaching licenses, and other positions that require certification. Gather and organize documentation for easy reference. Identify expiring credentials and credential issues through periodic checks and audits.
- Assist administrators and certified employees in the identification and completion of steps to obtain and renew licensures as needed.
- Serve as the Local Professional Development Committees (LPDC) liaison. Provide a list of credential issues for LPDC committee review each month, assist in the coordination of LPDC meetings, and coordinate the development of meeting agendas.
- Track and monitor the expiration of commercial driver licenses, trade certifications, and other classified staff licensures.
- Prepare and distribute notification letters regarding credential renewal status, notification letters of non-compliance, approval of continuation contracts, etc.
- Assist in the generation of annual contracts for certified staff.
- Track and monitor evaluator licenses for principals (OPES), teachers (OTES), and counselors (OSCES) across the district as part of the Ohio Teacher Evaluation System (eTPES). Coordinate evaluation cycles and ensure that evaluators complete all required steps to maintain their credentials. Enter and submit evaluator information in the eTPES online systems.
- Receive evaluation forms from evaluators and confirm that all departments have submitted their forms be required deadlines. Prepare compliance reports and follow-up with departments to collect any missing evaluations.
- Monitor, maintain, and track performance management and other internal district evaluations. Run reports and otherwise verify that all departments have completed their staff evaluations.
- Review and validate the completion of mandatory new hire and ongoing annual training through the district’s training management system.
- Serve as the primary administrator of the training management system. Partner with the system vendor to load employee information, configure required training courses, etc.
- Plan annual training for all staff/position types across the district. Communication and inform employees about required training modules and provide clear deadlines for course completion.
- Run reports and verify the completion of required training. Prepare compliance reports and follow-up with departments to complete any unfinished training requirements.
- Plan, develop, and deploy district-specific courses on the training management platform with requesting departments and the system vendor.
- Organize and conduct group trainings as needed. Prepare and collect sign-in sheets, and track attendance in the training management system for reporting purposes.
- Administer FMLA and Medical Leave of Absence (MLOA) leave requests in collaboration with HR Partners and our third-party FMLA administrator.
- Complete write ups for employees on approved leave. Coordinate the processing of leave and the suspension of pay for unpaid leave with supervisors and payroll as needed.
- Keep supervisors up-to-date on the status of employees on leave and verify timely return to work at the end of approved absences.
- Send return to work letters for leave denials with deadlines for employees to return to work.
- Prepare and send letters of non-compliance to employees as required.
- End absence claims and initiate terminations for employees who do not return to work.
- Prepare paperwork and ensure leaves of absences are appropriately documented and recorded in employee files.
- Centralize the reporting of compliance activities across the district. Develop and distribute dashboard measures and reports to inform key stakeholders of compliance activities.
- Publish calendars, timelines, and key dates of compliance activities for easy reference by staff. Provide support and resources to maximize participation and compliance with licensure requirements.
- Fulfill EEOC reporting requirements, legal records requests, state reporting requests, ODE compliance reporting, and other requests for information as required.
- Complete EMIS audits and resolve EMIS reporting issues in partnership with the Budget Director.
- Complete other duties and projects as assigned
CORE BEHAVIORS & COMPETENCIES
- Coping with Stress = capable of handling interruptions to respond to urgent issues
- IT Skills = ability to use Microsoft Office, internet applications, and other software effectively in support of department duties
- Maintaining Confidentiality = ability to properly recognize and restrict confidential data to appropriate receivers of information
- Bachelor’s degree and 3 years of related experience, or an equivalent combination of education and experience (7+ years of total education and experience)
Knowledge & Experience
- Thorough understanding of:
- Ohio Department of Education (ODE) licensures and certifications
- State EMIS reporting and requirements
- Educational systems evaluation tracking and requirements
- CDL licensure and tracking
- FMLA rules and procedures
- EEOC reporting requirements
- Microsoft Office expertise (Word, Excel, and PowerPoint)
- Extensive internet and IT systems knowledge
- Public sector experience preferred
- Experience entering data and generating reports out of HRIS and other enterprise systems
The working conditions and physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
- Able to sit and stand for extended periods of time.
- Exhibits manual dexterity to enter data into a computer.
- Able to see and read a computer screen and printed material with or without vision aids.
- Hear and understand speech at normal levels, outdoors and on the telephone.
- Speak in audible tones so that others may understand clearly.
- Physical agility to bend, stoop, climb stairs, walk, reach and lift up to 25 pounds.
- Regularly works in an office environment.
- Work may be subject to frequent interruptions
- Some assignments are subject to completion within strict timelines