Job Title: Secretary to Executive Director of Human Resources
Reports to: Executive Director of Human Resources
Dept./School: Central Administration Office
Primary Purpose:
Under moderate supervision, organize and manage the routine work activities of the HR department office and provide clerical support to the director of human resources and other staff members.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Proficient skills in keyboarding, data entry, word processing, and file maintenance
Ability to use software to develop spreadsheets, databases, and word processing
Ability to prioritize workflow to address the multiple needs of the supervisor or the department
Ability to multitask numerous complex administrative activities
Basic math skills
Effective communication and interpersonal skills
Proficient in Google applications
Major Responsibilities and Duties:
Records, Reports, and Correspondence
- Prepare correspondence, forms, manuals, schedules, and reports for the director of human resources and other department staff members.
- Prepare recruitment and new-hire packets.
- Process and receive criminal history record information, references, and other application materials.
- Assist with maintenance of information in employee database.
- Prepare and distribute employment contracts.
- Compile, maintain, and file all reports, records, and other documents as required including preparing various federal, state, and local reports.
Accounting
- Perform routine bookkeeping for the department and assist with preparing the human resources department budget.
- Monitor and process employee time records, including leave requests and reports.
Other
- Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
- Greet visitors and assist employees and applicants with completing applications and required paperwork.
- Maintain an appointment schedule and assist with scheduling interviews and meetings.
- Make meeting arrangements for department activities, including preparing materials, scheduling, and setting up facilities, and arranging equipment.
- Make travel arrangements for the department.
- Receive, sort, and distribute mail and other documents to department staff.
- Maintain confidentiality of information.
- Follow district safety protocols and emergency procedures.
- Maintain confidentiality of information.
Supervisory Responsibilities:
None.
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment, including a personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions, including frequent keyboarding and use of the mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional districtwide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
Other Information:
The District contributes $330 monthly to the cost of the employee-only health insurance, which is $105 more than the state-required amount of $225/month. All employees in this position receive free treatment at any Next Level Urgent Care.
Position Type: Full-Time
Contract/Days: 12-month/223 days
Pay Grade: 205
Minimum: $21.41/hr
Midpoint: $25.83/hr
Salary determined by job-like experience.
This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.
