Administrative Assistant to Human Resources

PURPOSE OF THE POSITION:  The Administrative Assistant to Human Resources serves as a confidential administrative assistant, providing office support services for the Human Resources team and supporting the Urbandale Community School District in Human Resources topics. 

REPORTS TO: Director of Human Resources and Operations

RECEIVES GUIDANCE FROM: Director of Human Resources and Operations and Human Resources Specialist

12 month position, 8 hours/day; this is a full-time position and is eligible for health insurance benefits. 

Beginning hourly wage: $20.50/hr

QUALIFICATIONS:
(Skills, Knowledge, Abilities, Education, Certification/Licensure, Experience, Equipment)

Skills, Knowledge and Abilities

1. Ability to operate a variety of standard office equipment including computer, printer, scanner, ten-key calculator, copy machine, fax machine, telephone, etc.
2. Ability to speak professionally and effectively in order to properly convey or receive information.
3. Ability to create, format, and edit written communication that is clear and professional.
4. Must be able to interact in a positive manner with students, faculty, parents, other staff members, vendors, and community members.
5. Ability to work efficiently and meet deadlines.
6. Ability to be well organized and customer service oriented.
7. Ability to accurately use and maintain databases.
8. Ability to fluently use software such as Microsoft Office and Google apps.
9. Must possess good judgment and be willing to work in a self-directed manner.
10. Must be able to maintain a reliable attendance record.

Education

1. One year of specialized study beyond high school diploma 
2. Bachelor’s degree preferred. 

Certification/Licensure

1. None required. 

Experience

1. 2-3 years experience as an administrative assistant, clerk, or receptionist

Equipment

1. Office equipment such as cell phones, tablets, laptops, scanners, multi-line phone systems, fax machines, copiers, and computers.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

The following duties are normal for this position.  These are not to be construed as exclusive or all inclusive.  Other duties may be required and assigned.

1. Reception and Office Support
1. Greet visitors to the district office and direct them to the proper location.
2. Keep an accurate list of calls, information requests, meetings and schedules.
3. Maintain the current calendar, schedule meetings, and arrange facilities for meetings.
4. Keep inventory of HR supplies.
2. Organization of Information and Files
1. Maintain an accurate filing system for the office, including physical filing cabinets and electronic storage on internal server and Google drives.
2. Keep an organization system for district personnel files.
3. Regularly update the district website and Intranet.
4. Maintain accurate information within HR data given to the district.
5. Track completion dates for trainings, evaluations, certifications.
6. Routinely scan in documents.
3. Financial Support
1. Assist in budget preparation and monitor expenditures.
2. Process purchase orders, invoices, and reimbursements for supplies and services.
3. Track and maintain budget records, ensuring that financial documentation is up-to-date and accurate.
4. HR Systems Support
1. Possess intricate knowledge of district HR systems in order to provide support to applicants, new hires, employees, and substitutes.
2. Assist in providing reports and support to payroll in absence of the HR Specialist.
3. Assist in managing required annual staff trainings.
4. Provide back-up to the HR Specialist in customization and management of HR systems.
5. Communication
1. Serve as a point of contact for applicants, new hires, employees, and substitutes regarding Human Resources information.
2. Draft and send communication such as monthly HR update, job postings, and other pertinent information for the district.
3. Ensure effective communication between various departments.
6. Work Comp
1. Act as district contact for workers compensation processes.
2. Ensure compliance and general understanding of processes within the district.
7. Hiring/Onboarding Support
1. Open and close job postings on application site.
2. Provide support to new employees on all onboarding tasks and questions.
3. Create accounts for new employees in multiple HR systems and databases.
4. Print badges for new employees.
5. Assist district administrators in scheduling of interviews.
8. Wellness Committee
1. Co-lead Wellness Committee with HR Specialist
2. Facilitate wellness challenges in the district.
3. Schedule wellness trainings in the district.
9. Reports all matters of relevance to the Director of HR & Operations and HR Specialist.
10. Other duties as assigned.

SUPERVISION OF OTHERS:

- None

PHYSICAL REQUIREMENTS:

- Requires eye/hand/arm coordination and dexterity of fingers and hands in keyboarding, calculating, fingering and grasping small objects normally weighing less than 10 lbs.

- Occasional bending, stooping, kneeling and related physical activity.

- Ability to lift/move boxes up to 25 lbs.

- Ability to work while standing, moving and/or walking.

- Drug, tobacco, and alcohol-free while working.

- Must be able to see and hear within normal limits with or without corrective lenses or hearing aids.

- Ability to operate a motor vehicle used to travel between sites.

WORKING CONDITIONS:

- Majority of work is performed in an office or school setting.

- Occasional exposure to body fluids, fumes, noise, and hazardous materials and emergency situations.

TERMS OF EMPLOYMENT:

- At-will employee.

- 12-Month position.

- Per Board Policies and administrative guidelines.

- Performance evaluated annually.

No student enrolled in the Urbandale Community School District shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in the District's programs on the basis of race, color, creed, sex, religion, marital status (for program), ethnic background, national origin, disability, sexual orientation, gender identity, age (for employment) or socio-economic background (for program). The policy of the District shall be to provide educational programs and opportunities for students as needed on the basis of individual interests, values, abilities and potential. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact the district office at 11152 Aurora Ave, Urbandale, IA or call 515.457.5000. The district's Equity Coordinator is Ms. Stephanie Davis, daviss@urbandaleschools.com.

Salary : $21