Administrative Assistant for the Office of Human Resources and Pupil Personnel

TITLE: ADMINISTRATIVE ASSISTANT FOR THE OFFICE OF HUMAN RESOURCES AND PUPIL PERSONNEL

QUALIFICATIONS:

  • Formal education and/or experience required to fulfill responsibilities of the position.
  • Ability to maintain complex clerical records and to prepare reports from such records.
  • Effective public relations skills.

REPORTS TO:  Director of Human Resources and Pupil Personnel

PERFORMANCE RESPONSIBILITIES:

  1. Perform administrative assistant duties for the Director of Human Resources and Pupil Personnel.
  2. Greet all visitors; receive incoming calls; take reliable messages and route to all appropriate staff.
  3. Maintain all personnel files, active and inactive, in a secure manner.
  4. Process personnel applications and supporting documents.
  5. Serve as a liaison for professional staff with DOE Division of Licensure and Teacher Education in the areas of licensure acquisition, renewal, transcript review, and recertification.
  6. Assist the Director of Human Resources and Pupil Personnel in the hiring process and act as a liaison between the public and the personnel office.
  7. Process applicant forms after the hiring process is completed and forward forms to appropriate departments and agencies.
  8. Assist with all contracts for employment following approval by the School Board.
  9. Prepare School Personnel Directory on an annual basis.
  10. Exhibit a positive attitude by acting as a role model for district employees, students, and the community that supports the mission of the district.
  11. Maintain confidentiality in all matters related to human resources and pupil personnel.
  12. Demonstrate cooperation by working effectively with others including supervisors, peers, teacher, parent and students.
  13. Demonstrate dependability by being punctual and present at work, unless for good cause.
  14. Exhibit poise and self-control in decision making and problem solving relating to job assignment.
  15. Demonstrate initiative by recognizing needs of the job and suggests ways to improve efficiency and productivity.
  16. Exhibit appropriate grooming and dress for the position and responsibility.
  17. Comply with policies and procedures pertaining to job assignment.
  18. Demonstrate proper maintenance, care, storage and use of equipment and materials.
  19. Maintain proper safety and security precautions to prevent unnecessary or unreasonable risk of injury to self or others.
  20. Seek to improve job performance through self-assessment, skill development, seminar attendance, and goal setting.
  21. Assist with the recognition of professional and classified employees.
  22. Process and remit for payment necessary expenses for Human Resource services.
  23. Assist with substitute orientations as needed.
  24. Assist in reporting Human Resource information to local, state, and federal agencies.
  25. Serve as a Notary Public.
  26. Enroll new employees into the division data tracking system.
  27. Assist in the management of the division sick leave bank.
  28. Assist in division compliance with Fair Labor Standards.
  29. Assist in division compliance with Family Medical Leave Act requirements.
  30. Manage correspondence relevant to employee retirement/resignation to include: VRS and COBRA notification.
  31. Assist with division press releases and media information
  32. Perform other duties as assigned by the Director of Human Resource and Pupil Personnel.

EQUIPMENT USED:

Uses typewriter, computer, printer, copier, scanner, calculator, fax machine, and other equipment as needed.

TERMS OF EMPLOYMENT:

Twelve-month contract, non-exempt FLSA status. The School Board will establish the salary annually.

EVALUATION:

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

WORKING CONDITIONS:

Mental Demands:

  • Reading; ability to communicate effectively (verbal and written); ability to operate multiple types of office machines.

Physical Demands/Environmental Factors: 

  • Repetitive hand motions; prolonged use of office equipment

It is also anticipated that some stress will be associated with this position primarily due to deadlines and irregular workflow. It is necessary that the individual have the capacity to remain calm, considerate and tactful.

Approved by School Board: May 21, 2012

Amended: February 22, 2016

Effective: July 1, 2016

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