HR / Executive Specialist in City of Westminster

The Fergus Falls School District has an immediate opening for a full‑time HR/Executive Specialist position. This onsite position is based out of the district office and works year‑round, including summer months, and will be scheduled 30 hours/week during district office hours with some flexibility in scheduling. The hourly wage range will be $25 - $28/hour depending on experience and the compensation package includes health insurance, retirement, life insurance, and long‑term disability.

Job Summary

The HR/Executive Specialist provides vital administrative and executive support to the Superintendent and the Human Resource Director. Serving as a pivotal link between leadership and personnel operations, this role ensures the district office functions smoothly by coordinating and supporting critical processes. Operating as a key support pillar requires a high level of professional poise and the ability to navigate sensitive data and district communications with absolute discretion.

Qualifications

• High school graduate with two years of college or technical courses (HR preferred).
• Demonstrated aptitude for office work and computer technology.
• Ability to multitask and meet deadlines.
• Highly motivated self‑starter with excellent attention to detail.
• Previous work experience in the area of HR strongly preferred.

Performance Responsibilities

• Provides executive support to the Superintendent including calendar management, distributing invites, and coordinating travel arrangements and itineraries.
• Assists HR in the daily flow of personnel operations by processing employment documentation, responding to routine staff inquiries, and maintaining HR documentation, serving as a point of contact to ensure seamless departmental coverage.
• Handles and stores sensitive data related to employer‑employee relations, student data, collective bargaining, and legal actions involving the district with strict confidentiality.
• Acts as a liaison for the school board by preparing, printing, and maintaining meeting agendas and ensuring room set‑up for scheduled meetings; collects and maintains school‑board related documents and supporting materials; records official meeting minutes; and assists with legal compliance for public notices.
• Provides coordination of fundraising requests.
• Serves as the primary point of contact between the superintendent’s office and various stakeholders, including district staff, parents, the media, and community partners.
• Assists with record and policy maintenance for the district. Ensures official district records and policy manuals are maintained in an organized and efficient manner and in accordance with internal policies and procedures and applicable law.
• Supports the HR Director with the facilitation of the recruitment process by managing job postings, coordinating candidate communications, and scheduling interviews while ensuring meticulous record retention.
• Executes the timely and accurate entry of new hires and substitute data into databases and tracking systems; maintains up‑to‑date, compliant personnel files and active substitute rosters.
• Organizes and updates all employee personnel files, ensuring high standards of accuracy and confidentiality; performs the archiving and retention process for inactive records per District policy.
• Drafts, edits, and assists with distribution of complex correspondence, reports, and presentations independently or from basic instructions.
• Performs various office duties in an efficient and confidential manner, including preparation, review and/or distribution of requested reports, communications, spreadsheets, and filings.
• Coordinates the administrative logistics of the onboarding process to ensure a seamless and welcoming transition for all new district employees and substitutes ensuring all required documentation is collected and processed in accordance with district and state requirements.
• Performs data entry and/or look‑up in software systems, programs, and databases as assigned.
• Assists with workers' compensation claims, reporting, and file maintenance.
• Participates in in‑service training, meetings, other training as needed/instructed.

Application

A completed application is required. You can apply directly on our site: Apply Here

Equal Opportunity Statement

The Fergus Falls Public School District is an Equal Opportunity Employer and Educator, who fully and actively supports equal access for all qualified applicants, regardless of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability status, Genetic Information or Testing, Family & Medical Leave, protected veteran status, or any other characteristic protected by law, and prohibits retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint, or otherwise oppose discrimination.

Accommodation

If you have a disability that requires accommodation during the selection process, please email HR at agriffin@fergusors.org or call 218-998-0544, ext. 9010.

Background Check Upon Conditional Offer

Background checks are conducted upon receiving a conditional offer. Employees must complete a background check and are responsible for the background fee. A passing background is required. Criminal convictions are not an automatic bar to employment. Each case is considered on its individual merits and the type of work sought. Making false statements or withholding information during the hiring process will cause you to be barred from employment or removed from employment.

Veteran’s Preference

Eligible veterans as defined by Minnesota Statute 197.447 may claim Veterans Preference during the hiring process. A DD214 and required supporting documentation must be included with the employment application to receive preference.

Fergus Falls Public Schools are a tobacco-free workplace.