Welcome to the Administrative Assistant Training 2010-2011

1. Welcome to the Administrative Assistant Training 2010-2011

2. Overview of Training: • HR Structure – Who to call (generally) • MOA’s • Hourly Hires • Student Hires • MAT Students • Medical Leave • Applitrack • Substitutes

3. NEW STAFF Rachel White HR Technician Melanie Ellenberg Admin Assistant to Patti Carlson

4. HR Structure • Who do you call? (definitely not an exhaustive list) • Rachel – Most things JESS related • Job postings • Step Increases • Staff Orientation • Data entry • Applitrack • Reporting • Ruth - Most things JEA related • Teacher vacancies • Classification studies • Teacher Certification • Teacher Credits • MOAs • Reporting

5. HR Structure • Cherish – Most things JSAA related, Leave related, Background check related, Highly Qualified related, Labor Relations Related, Strategic Initiatives, Reporting, General Questions, Comments, Concerns, Problems, Questions, Answers • Patti Carlson – Labor Relations, Negotiations, Cabinet-level concerns, Strategic Initiatives

6. HR Structure • MELANIE works with us too. • Friendly face at the front desk • Likes chocolate

7. NEW HIRE ORIENTATION EVERY THURSDAY AT 8:15 AM District Office HR Training Room

8. HR FORMS

10. Memo’s of Agreement • *Allow up to 10 business days for the MOA to be processed and returned to you* •  Things to remember BEFORE completing the Employee MOA Form: • Always complete and submit the MOA BEFORE the work has started. This will enable the employee to be paid in a timely manner and to assure adherence to district policies and mandates. •  If the employee is not a teacher, administrator, exempt salaried employee or performing work of a professional nature, the MOA must include an hourly rate of pay. • Ensure that the rate of pay on the MOA is consistent with the current Employee Non-Permanent Rate of Pay Schedule. • Provide enough detailed information to allow those approving to make a decision on TRS eligibility.

11. Memo’s of Agreement Cont. • Make sure you check the correct Employee Status and that you know if the work involves direct instruction with students in a teaching capacity. • REMEMBER: The employee does not sign the MOA until it has been processed, approved by the Administrative Services Director and the Assistant Superintendent, and returned to the Contract Administrator. • The Contract Administrator is responsible for submitting the approved, fully signed, MOA and any other necessary documents to the Payroll Office. • The Contract Administrator must ensure that a current W-4 tax form, I-9 Employment Eligibility/Verification form and rolled fingerprint cards (if the work will involve student contact and the individual will not be in the presence of a JSD employee while performing the work) are on file PRIOR to employment.

12. Guide to using MOA forms • Guide to Determine Which Form to Use Employee MOA Used primarily for work to be performed by certified staff during the school year but outside of the standard contract day to clearly differentiate the contract hours from the MOA work time, like tutoring, school clubs or functions, study hall/homework assistance, etc. Also used for certified staff working on a project-basis or being paid a daily per diem such as curriculum development, mentoring, etc. Contractor MOA Use the Contractor questionnaire as your guide to determine eligibility as an independent contractor. Non-Permanent Employee/Hourly Process Use for classified district employees to do work that is not related to their regular job. Use to hire other employees to do a temporary job such as summer paraeducators for ESY, cultural specialist, artist-in-the-school. Use for individuals hired to work under an Extra Duty contract. Use for student hires. Use for hiring certified staff to work at an hourly rate of pay during the summer months such as summer school teachers, summer scholars’ academy, PLATO, ESY.

13. Non-Permanent (Hourly) Hires Hourly – Working less than 20 hours per week. Temporary – Working 30 days or less • Personnel Requisition • Recommendation to Hire • Two telephone references – one of which should be the previous supervisor • All required paperwork will be forwarded to HR, for internal review and approval • NOTE: If the employee has not worked for JSD, they must obtain an Interested Persons Report • Interviewing applicants is optional but 2 reference checks are required. • Make sure to use the Non-Permanent Rate of Pay Schedule: http://www.juneauschools.org/hr/employee/forms

14. Student Hires • Student Hires now go through HR (effective 7/1/2010) • Follows the Hourly Hire Process Personnel Req Recommendation to Hire References **Work Permit • HR must have Work Permit before work is done

15. MAT Students • Any MAT students must complete a Substitute Application to substitute for their host teacher

16. Family Medical Leave Act (FMLA) • Any requests for medical leave 10 days or more e-mail Cherish Hansen cherish_hansen@jsd.k12.ak.us • FMLA forms have specific deadlines for employer response and employee response *****Please throw away any old FMLA forms***** New Federal Regulations were developed 1/2009

17. Alaska Family Medical Leave Act (AFLA) An employee can be eligible for AFLA and not FMLA Similar provisions and reporting deadlines to FMLA E-mail Cherish Hansen

18. Applitrack

19. Job Board

20. Substitutes Copied off of Google…………not used with permission

21. Resources • www.juneauschools.org • https://www.applitrack.com/jsd/adminsignin.aspx