Secretary to Assistant Superintendent for Human Resources

Overview

POSITION PURPOSE:

Performs clerical duties and provides direct administrative support to the assistant superintendent of Human Resources. Responsible for scheduling, writing correspondences, emailing, providing customer service to visitors, routing phone calls, and responding to inquiries and requests. Provides support to school based administrative staff and interacts with Central Office staff, school staff, and the general public, as needed.

 

MINIMUM QUALIFICATIONS: 

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Considerable knowledge of Microsoft Office, specifically Word, Excel, and PowerPoint; Google Apps;
• Effective time management and organizational skills;
• Excellent critical thinking and problem-solving skills;
• Excellent customer service skills with the ability to calmly route concerns to appropriate staff;
• Ability to be discrete and maintain confidentiality;
• Ability to communicate clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback;
• Ability to pay strong attention to detail and a fundamental concern for the accuracy of information;
• Ability to work independently without close supervision;
• Ability to coordinate and complete multiple tasks simultaneously with deadlines;
• Ability to establish and maintain effective working relationships with school system staff, parents, external agencies, and the public.

 

EDUCATION, TRAINING, AND EXPERIENCE

• High school diploma or equivalent;
• Experience in a clerical or human resources related area;
• Other combinations of applicable education, training, and experience which provide the knowledge, skills, and abilities necessary to perform effectively in the position may be considered.

 

CERTIFICATION AND LICENSE REQUIREMENTS

None

 

PREFERRED QUALIFICATIONS:

• Post-secondary education or training;
• Experience using Oracle business application;
• Experience as a bookkeeper, lead secretary, or central services administrative assistant.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Performs clerical duties and provides administrative support to the assistant superintendent of Human Resources.

Serves as the backup for the department’s receptionist, as needed.

Responsible for digitally routing vendor contracts for Human Resources Administrative Services.

Handles confidential information, messages, documents, and processes. 

Prepares and sends weekly Human Resources Department communication.

Processes payroll for all divisions within the Human Resources Department.

Runs monthly budget reports, reconciles budget ledger, manages purchase orders and prepares invoice payments.

Assists school administrators and secretaries by providing answers to varied questions and/or directing them to appropriate personnel.

Purchases office supplies, equipment, and miscellaneous items (i.e. books, pens, banners, etc.).

Responsible for organizing and managing the department's inventory of supplies.

Responsible for ensuring that audit reports are placed in personnel files and sent to principals and other budget managers.

Processes principal and assistant principal resignations. 

Answers and/or routes Let’s Talk communication assigned to Human Resources.

Generates and proofreads correspondences, presentations, reports and other documents, as requested.

Responsible for generating and sending digital personnel contracts for principals, assistant principals and central services administrators.

Facilitates travel arrangements and conference registrations for the assistant superintendent.

Performs other related duties, as assigned.

 

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

This position operates in a professional office environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, scanners, and copiers. The position, at times, must be able to come into direct contact with school system staff, staff members of external funding agencies, and the community. Work is considered light physical work, requiring the exertion of up to ten pounds of force.

 

EFFECTIVE DATE:  10/2024

 

DISCLAIMER: