HomeMy WebLinkAboutAdministrative Assistant - Human ResourcesMay 2011
TITLE: Administrative Assistant – Human Resources
QUALIFICATIONS:
High School Diploma.
Excellent computer skills i.e. Word, Outlook, Excel, and PowerPoint. Demonstrated skill in the use of formulas, charts, mail merge, formatting, and presentation development. Ability
to learn human resources and payroll programs.
Strong written and verbal communication skills.
Must be a team player; flexible and occasionally work beyond the scheduled hours.
Training and experience in clerical procedures and skills.
Ability to interact positively with staff, students, and the public.
Must be able to work well under pressure with changing priorities and deadlines.
Strong organizational skills, attention to detail and deadlines; must be able to manage multiple tasks and heavy workload.
Must be self-motivated and capable of working with minimal direct supervision.
Ability to handle and maintain confidential documents as requested.
Two years’ experience in clerical or secretarial work requiring frequent contact with the public.
Such alternatives to the above qualifications as the Board may find appropriate and acceptable.
REPORTS TO: Human Resources Coordinator.
JOB GOALS:
To support the delivery of School District 91’s written, taught, tested and reported curriculum and contribute to maximizing student achievement.
To ensure the smooth and efficient operation of the Human Resources office so that the maximum positive impact on the education of students may be achieved
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Tracks required employment, liability insurance, evaluation, and certification paperwork and notifies the Human Resources Coordinator of any deficiencies.
Prepares information for state and federal reporting as assigned.
Reviews substitute and payroll records for possible Family and Medical Leave usage and sends the appropriate notices.
Assists with the preparation and distribution of teacher contracts as requested.
Administers paraprofessional competency and clerical skills tests as requested.
Assists with the posting of jobs and the notifying of applicants of the status of their application as directed.
Prepares new employee paperwork packets.
Assists with the processing of Personal Action Forms for new hires and for changes to current staff.
Assists with activities associated with the Wellness Committee.
Serves as a substitute for the district receptionist to cover lunch hours or absences as requested.
Maintains working knowledge of Coordinator’s key issues, commitments, priorities and preferences. Maintains appropriate contact with patrons, district administrators, and their respective
staffs for the purpose of exchanging information and arranging meetings.
Provides a variety of specialized administrative support within department through research, analysis and coordination.
Places and receives telephone calls cordially and accurately records messages. Screens calls and, when possible, resolves problems that arise. Directs inquiries to the appropriate
administrators or departments when needed.
Schedules and prepares meeting areas and makes other arrangements as requested.
Processes incoming and outgoing correspondence as instructed. Discusses pertinent information with the Coordinator of Human Resources. Uses e-mail to send messages to staff members.
Attends meetings as requested.
Provides administrative support as requested. Prepares reports of a nontechnical or semi-technical nature.
Maintains desk procedures and files related to the position.
Has regular and predictable attendance.
Maintains high standards of ethical behavior and confidentiality in regards to students, parents, staff, and patrons.
OTHER DUTIES AND RESPONSIBILITIES:
Performs all other duties as assigned.
TERMS OF EMPLOYMENT:
This position is scheduled for 8 hours per day, 245 days per year. Benefits will be in accordance with approved Board policy. Wages will be in accordance with the Classified Salary
Schedule as a Grade 6 to 8.
This is an “at will” position in that the employer or employee may terminate employment at any time or for any reason consistent with applicable state or federal law. The “employment
at will” policy cannot be changed verbally or in writing, unless the change is specifically authorized in writing and expressly approved by the Board of Trustees of District 91.
EVALUATION:
Performance of this position will be evaluated annually by the Director of Human Resources in accordance with provisions of the Board’s policy on the evaluation of classified personnel.
This position has been given an overall physical classification of light duty.
1 – 33% 34 – 66% 67-100%
Light 20 pounds 10 pounds < 1 pound
The following chart indicates the activities required for this position and their frequency.
None Occasional Frequent Constant
0% 1-33% 34-66% 67-100%
Sitting [ ] [ ] [X] [ ]
Standing [ ] [X] [ ] [ ]
Bending at waist [ ] [X] [ ] [ ]
Forward Reaching [ ] [X] [ ] [ ]
Overhead Reaching [ ] [X] [ ] [ ]
Climbing Ladders [X] [ ] [ ] [ ]
Squatting [ ] [X] [ ] [ ]
Walking [ ] [ ] [X] [ ]
Repetitive arm/
shoulder movement [ ] [ ] [X] [ ]
Carrying [ ] [X] [ ] [ ]
Pushing [ ] [X] [ ] [ ]
Pulling [ ] [X] [ ] [ ]
Driving [X] [ ] [ ] [ ]
This position is performed indoors. The majority of the time is spent sitting at a desk, analyzing and organizing data, working on the computer, completing paperwork, and answering
the telephone. Work beyond the normally scheduled hours is required. Movement within the office is required to deliver documents and messages and gather information as needed. Travel
to the District schools and offsite meeting locations is required.