GENERAL RESPONSIBILITIES

Performs intermediate skilled clerical and technical work processing documents and preparing and maintaining personnel and related records and files of a confidential nature for the Executive Director of Human Resources and the Human Resources Office; does related work as required.  Work is performed under the general supervision of the Executive for Human Resources.

 

ESSENTIAL TASKS

The following duties are normal for this position.  The omission of specific statements of duties does not exclude other duties if the work is similar, related, or a logical assignment for this position.  While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job description.  Other duties may be required and assigned.

 

• Ensures the proper operation of the Executive Director of Human Resource’s office; assists with clerical and administrative matters; prepares and maintains complex and confidential records, reports, and files.
• This position routinely interacts with senior administration and school personnel to obtain and provide important information and support for the effective operation of the Human Resources Department.
• Screens visitors and telephone calls directed to the Executive Director, and other Directors.
• Provides support for Directors and Coordinators in HR Department including participation in New Employee Orientation.
• Coordinates travel arrangements, reservations, and reimbursements for Executive Director and Directors in Human Resources Department.
• Gives information to the public or directs requests to appropriate departments.
• Receives, processes, date stamps, and distributes mail.
• Handles a variety of administrative or technical assignments as required.
• Arranges meetings, interviews, and conferences.
• Maintains appointment calendars; schedules appointments and interviews.
• Takes and transcribes correspondence, memoranda, and minutes.
• Serves as backup receptionist.
• Assists prospective and new employees with completion of appropriate forms and records; answers applicant questions throughout the selection process.
• Processes tuition reimbursements requests.
• Processes background checks and fingerprinting for new employees.
• Creates and maintains budget and purchasing records.
• Reconciles and processes purchase orders and travel requests.
• Handles confidential personnel data.
• Composes and types letters and forms; types reports, correspondence, memorandums, schedules, contracts, and statements in conformance with School policies independently from brief instructions.
• Prepares, issues, and secures approval of purchase orders.
• Receives, checks, verifies, and processes invoices.
• Receives, receipts, and accounts for funds.
• Collects and prepares data for records and reports.
• Maintains payroll, benefits, and personnel records.
• Sets up and maintains filing systems and office procedures.
• Prepares and maintains confidential files.
• Operates a variety of office machines and word and data processing equipment.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Comprehensive knowledge of standard office practices, procedures, equipment, and secretarial techniques; thorough knowledge of school system functions, organization, and policies; thorough knowledge of business English and spelling; ability to organize and perform work independently; ability to make difficult arithmetic calculations; ability to establish and maintain effective working relationships with executives, associates, parents, faculty, staff, and the general public.
• Basic ability to operate a multi-line phone system.
• Excellent communication (verbal and listening) on phone and in person.
• Ability to maintain professionalism and a high level of confidentiality.
• Ability to multi-task and change directions quickly, working in a fast paced office environment.

 

EDUCATION AND EXPERIENCE

Any combination of education and experience equivalent to graduation from a two year college or community college with course work in office management or secretarial science and extensive, increasingly responsible experience in administrative work. Basic Human Resources experience helpful.

 

Excellent interpersonal and communication skills.  Ability to work independently on assigned tasks, as well as to accept direction on given assignments.  Able to work collectively with the administrative team associates. Working knowledge of Microsoft Office applications, including word processing and spreadsheets; experience with database applications.

 

PHYSICAL REQUIREMENTS

Work is typically performed in an office setting with extended periods of time at a phone and computer terminal. Occasional visits to off-site school and City locations are required. Frequent telephonic and personal contact with Department Heads, Principals, applicants, internal and external organizations at City and State levels, employees and the general public is required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

 

WORK ENVIRONMENT

Primarily temperature-controlled and clean office environment.