JOB DESCRIPTION

Position Title : HR Secretary II (Dept.)

Salary Schedule : PCSD Classified

Department : Human Resources

Job Code : 247405

Reports To : Executive Director of Human Resources

Grade / Level : E-2

FLSA : Non - Exempt

Primary Function : Performs a wide variety of complex secretarial and administrative duties in support of high-level administrator having large program responsibility of a district wide program or department with significant organizational impact and limited supervision

Working Conditions : Physical Demands :

Office Environment

Dexterity of hands and fingers to operate a computer keyboard

Constant Interruptions

Ability to sit or stand for extended periods of time

Works without constant direction

Hearing and speaking to exchange information

Able to lift up to 25 lbs., to receive and organize materials

Bending at the waist, kneeling, or crouching to file materials

Qualifications :

Minimum of a high school diploma or GED

Three (3) years of clerical or secretarial experience involving frequent public contact, school district experience preferred

Intermediate level skills in word processing, spreadsheets, and composing written communication

Must be able to obtain and maintain the GCIC Security & Integrity Training Certification

The Board of Education and the Superintendent may accept alternatives to some of the above requirements.

Essential Functions :

Coordinates & manages the placement of Student Teacher Interns and serves as Liaison with administrators & college or universities for placement.

Coordinates & manages departmental records management, retention, Inventory & destruction, assists employees and departments with file or document requests

Prepares and coordinates Open Records Request and production of documents with the district’s records custodian

Coordinate and manage fingerprint and / or background checks for new employees, substitutes, current employees for renewal, contractors, volunteers, student teachers, and other individuals, as necessary.

This includes proper retention, recordkeeping and handling of Employee Criminal History Records

Follow up on Employee Criminal History issues with the employee and schedule appointments for supervisor consultation, as needed

Manage the employee badge process for new hires, contractors, and other individuals as necessary. This includes name changes and badge replacement cycles.

Disseminates department announcements, prepares & disseminates sign in sheets, submits energy requests, reserves rooms and coordinates the room setup for department activities including but not limited to New Teacher Induction sessions, trainings, interviews, meetings, etc.

Assist with coordination, organizing and planning of the Teacher of the Year Program

Assist and participate in special events sponsored by the Human Resources Department

Assist with maintaining and tracking HR / PL Budgets for the department. This includes, but is not limited to, ordering supplies and materials for the department, preparing and coding check requests, purchase orders, and expense reports related to HR functions and activities.

Oversee timesheet accuracy and vacation leave for approval

Coordinates Cohort informational meetings with colleges & universities and sends notifications to schools

Screens and routes calls for the department, as needed

Provide switchboard relief for Central Office Receptionist, based on department schedule

Operates a variety of office equipment including copier, fax machine, computer and assigned software including but not limited to fingerprint and badge machine hardware and software.

Establishes and maintains cooperative and effective relationships with others

Learns applicable sections of the State Education Code and other applicable laws

Learns District organization, operations, policies, and objectives

Adheres to legal statutes, organizational rules and community standards

Maintains successful working relationships with co-workers

Manifests emotional stability and maturity in all phases of job performance

Treats confidential information and sensitive situations with discretion and avoids gossip

Presents a professional image when representing Paulding County Schools through word, action and dress

Other duties as assigned by the Superintendent or designee

Last updated : 2024-06-27