Administrative Skills, Applicant Tracking System, Background Investigation, Calendar Management, Communication Skills, Data Analysis, Data Collection, Data Entry, Data Management, Emergency Procedures, Establish Priorities, Event Management, Executive Assistant Skills , File Maintenance, Google Apps, High School Diploma, Human Resources, Human Resources Management, Human Resources Software, Identify Issues, Interpersonal Skills, Job Fairs, Job Requisition Posting, Maintain Compliance, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Microsoft Word, Multitasking, Office Equipment, Onboarding, Operational Support, Organizational Skills, PC (Personal Computer) Systems, PC Software, Peripheral Hardware, Plan Meetings, Prepare Correspondence, Presentation/Verbal Skills, Records Management, Regulations, Staff Policies, Statistical Reports, Talent Management, Time Management, Word Processing, Writing Skills
Reports to: Executive Director of Human Resources
Wage/Hour Status: Nonexempt
Dept./School: Human Resources
Pay Family: Clerical/Paraprofessional
PC Assignment: Admin Asst, Ex Director
Pay Grade: 08
PC Assignment Code: 70003
Minimum Salary: $
Insight: Support
Duty Days: 230 days per school year
Primary Purpose:
Provide high-level administrative support to the Executive Directors of Human Resources, ensuring smooth day-to-day operations within the department. This role facilitates efficient communication, coordination, and collaboration across the district while maintaining the highest standards of confidentiality and professionalism. This position supports the department's mission to recruit, retain, and develop exceptional talent.
Qualifications:
Education and Certification
- High school diploma or equivalent
- Bachelor's degree (preferred)
Experience
- Three (3) years of administrative assistant experience, preferably in a professional or educational setting
Knowledge and Skills
- Working knowledge of office procedures, records management, and administrative support practices
- Ability to handle confidential information and records with discretion and sound judgment
- Ability to interpret policy, procedures, and data
- Advanced verbal and written communication skills, emphasizing clarity and professionalism.
- Advanced interpersonal and relationship-building skills to foster positive engagement with staff, applicants, community partners, and stakeholders
- Advanced organizational and multitasking skills to prioritize and manage diverse responsibilities in a fast-paced environment
- Advanced keyboarding, data entry, word processing, and file maintenance skills
- Advanced skills in utilizing personal computers and software applications, including Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Slides), for document creation, data analysis, and records management
Key Responsibilities:
Administrative Support
- Manage and prioritize the executive directors' calendars, scheduling meetings and coordinating appointments and events.
- Prepare correspondence, forms, reports, and other documents as needed.
- Maintain organized physical and electronic departmental files to ensure accessibility and compliance.
- Support the interview and selection process for administrators and professional staff.
Communication and Coordination
- Act as a liaison for the executive director, effectively communicating with campus administrators, department supervisors, and other personnel regarding HR policies, transfer procedures, and application systems.
- Collaborate with district staff to ensure consistent and timely communication of HR-related updates and procedures.
Talent Acquisition and Onboarding
- Support the operation of the district's applicant tracking system, including posting job vacancies, assisting users, and troubleshooting issues as needed.
- Guide employees and candidates through onboarding processes, ensuring timely completion of applications and other pre-employment requirements.
- Process paperwork for new hires, internal transfers, and position changes in alignment with district policies and procedures.
- Support HR initiatives such as new hire orientations, job fairs, and district-wide onboarding events.
Compliance and Data Management
- Support HR managers in the areas of certification, background checks, fingerprinting, and HR records.
- Prepare and maintain electronic personnel files.
- Compile and analyze data to prepare detailed case files and statistical reports for professional personnel.
Special Projects and Professional Development
- Assist with district-wide HR projects, staffing efforts, and professional development initiatives led by the executive directors.
- Maintain technical expertise by participating in workshops and staying informed about relevant HR matters, software, and systems.
Other Duties:
- Adhere to all district policies, procedures, and expectations as outlined in the employee handbook and administrative regulations.
- Follow district safety protocols and emergency procedures.
- Participate in professional development, faculty/department meetings, and special events as assigned.
- Perform additional duties as assigned to support the mission and goals of the department and district.
Supervisory Responsibilities:
Mental Demands/Physical Demands/Environmental Factors:
Tools and Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional district-wide and statewide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
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.