Administrative Assistant to Assistant Superintendent of Human Resources

Function / Position Summary

Provides high-level administrative and operational support to the Assistant Superintendent of Human Resources and oversees the daily operations of the HR office. This position requires discretion, strong organizational skills, and the ability to manage confidential and complex matters in a school district environment. 

Job Duties / Responsibilities

• Provide high-level administrative and operational support to the Assistant Superintendent and members of the Human Resources leadership team.
• Manage correspondence and communications for the Assistant Superintendent, including Cabinet-level responsibilities.
• Maintain department meeting calendars, prepare agendas and minutes, and coordinate meetings, interviews, and district events.
• Prepare agendas, reports, presentations, and Board of Education personnel reports.
• Assist with Board resolutions, reductions in force, and end-of-year staffing items.
• Provide HRIS system reports for meetings and state audits.
• Track department attendance and maintain departmental records.
• Support onboarding, staffing, transfers, and reassignment processes.
• Prepare contracts, salary schedules, personnel action forms, and related documentation.
• Process ETA contractual benefits (moving stipends, extracurricular stipends, etc.) and maintain administrator contracts.
• Process and track employee tuition waiver requests with partnering colleges and universities.
• Lead coordination of Years of Service and Retirement recognition programs and receptions.
• Serve as the HR consultant to the ETA Appendix F (extracurricular stipends) committee.
• Serve as back-up for VOEs, fingerprinting, and recognition programs.
• Provide back-up support for employee fingerprint processing and related compliance documentation.
• Maintain confidential personnel records in compliance with district, state, and federal regulations.
• Process FOIA and subpoena requests.
• Maintain strict confidentiality in all personnel and labor relations matters.
• Oversee daily HR office operations and ensure continuity of service.
• Manage the HR budget, invoices, purchase orders, and vendor relationships.
• Maintain shared drives, document systems, and bargaining unit calendars.
• Coordinate HR communications, website updates, newsletters, and vacancy postings.
• Provide professional customer service in handling sensitive matters.
• Other duties as assigned.

Education

• Three years of experience in a large scale organization.
• Minimum of 3 years of progressively responsible administrative experience, preferably in Human Resources or a public school setting.
• Associate's degree required.
• Experience working in a unionized environment preferred.

Experience / Knowledge

• Excellent communication skills.
• Excellent interpersonal skills.
• Flexibility, adaptability to deal with various situations that arise.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace (Docs, Sheets, Slides, Gmail, and Calendar) and HRIS systems.
• Expertise in all secretarial functions, including office procedures and office equipment.
• Proven ability to work effectively in a team environment with associates.
• Capability of effective planning and priority setting.
• Manage several complex projects and daily responsibilities, simultaneously while working under pressure to meet deadlines.
• Strong organizational skills.
• Strong attention to detail and accuracy.
• Ability to handle confidential information with discretion.
• Work in a culturally diverse setting.
• Maintain a positive demeanor.

Physical Demands

• Ability to work in a very fast paced environment.
• Prolonged periods of sitting at a desk and working on a computer.
• Occasional lifting of files, boxes, or materials up to 20 pounds.

Terms of Employment

• This is a 12-month work year position.
• Salary and benefits are as established by the Board of Education.
• The salary range for this position is $54,752.00 - $82,139.00.  Our typical practice is to hire in between the minimum and midpoint ($68,457.00).
• Benefit / Pension eligible, see attachment.