Job Description

Title: EXECUTIVE ASSISTANT - HUMAN RESOURCES

Position Type: Non-Exempt

Primary Function:

Performs a variety of complex and routine office procedures using word processing, typing, clerical, organizational, financial/bookkeeping and computer skills with minimum supervision; works independently; self-motivated. Works with a more complex level of accounts and supporting financial data for the Human Resources Department.

Minimum Qualifications:

High school diploma or equivalent and additional business/secretarial courses; two to three years' secretarial experience in progressively responsible positions, preferably in a school system; or any equivalent combination of training and experience which would provide the acceptable knowledge, abilities and skills, as evidenced in the following performance responsibilities.
Successful completion of the “Secretary Skills Test” for the Secretary III level.

Knowledge, Skills and Abilities:

Considerable knowledge of School Board policies and administrative and clerical procedures which apply to assigned school operations; ability to make decisions in absence of supervisor and to handle some administrative duties.
Skilled in use of word processing and spreadsheet software as exhibited by use of beginner and intermediate level program functions; initiative/ability to learn other microcomputer programs as required.
Ability to interpret and apply policies and to quickly learn procedures used to report information and maintain records.
Demonstrates initiative.
Maintains confidentiality of information.
Creates and maintains records in accordance with federal, state, and local policy.
Ability to proof documents for correct spelling, grammar, syntax, and alignment with division policy.
Writes, updates, and disseminates scheduled and unscheduled informational and regulatory memoranda.
Knowledge of basic bookkeeping/accounting procedures, standard office practices and equipment.
Ability to interpret and apply policies and procedures.
Ability to plan and manage assigned functions and staff.
Ability to establish and maintain effective working relationships with others and to deal with the general public in a pleasant and effective manner on the telephone and in person.

Performance Responsibilities:

Provides clerical support to the CHRO and the Associate Director of Human Resources.
Coordinates office responsibilities.
Tracks departmental requirements, deadlines, and responsibilities.
Monitors division employee compliance for completing required online learning module training, updating contact information, and employee handbook acknowledgement.
Prepares correspondence, forms, handbooks, schedules, and contact lists.
Leads coordination of employee events such as employee recognition ceremonies, job fairs, and retirement banquets.
Tracks and organizes staff allocation changes during yearly allocations per school review and adjustment.
Prepares recruitment and new hire packets.
Uses knowledge of School Board policies and administrative and clerical procedures to make decisions in the absence of supervisor and handles some administrative duties.
Assists supervisor by accepting those responsibilities which the supervisor feels appropriate to delegate (e.g. collecting and recording money, verifying leave forms/time sheets for school staff, planning special events).
Monitors and verifies division wide program budgets using computer spreadsheet program and maintains a ledger if required.
Gathers and compiles data necessary for preparation of reports.
Attends to all non-financial employment verification requests.
Plans and coordinates meetings; makes travel/conference arrangements (or monitors progress if done by other office personnel).
Initiates and maintains files in manner that ensures both easy access to information and compliance with the Records Retention and Disposition Schedule, Schedule No. 21, Public School Records.
Handles telephone calls and emails in courteous manner, taking accurate and complete messages or relays call to appropriate person; maintains a pleasant attitude, exhibits tactful and courteous behavior towards co-workers, students, parents and visitors.
Performs other duties as assigned.

Working Conditions & Physical Requirements:

The physical demands 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. Must have the ability to sit for extended periods of time; exhibit manual dexterity to dial a telephone, to enter data into a computer; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone; ability to understand and follow oral and written instructions; physical agility to lift up to 25 pounds.

Reports to:

Chief Human Resources Officer

Terms of Employment:

Twelve months a year. Salary according to School Board Pay Plan.

Evaluation:

Performance on this job will be evaluated in accordance with school board policy and administrative regulations on evaluation of non-licensed personnel.

11/4/2024