Executive Secretary - Human Resources

Position: Executive Secretary, Human Resources
Reports To: Chief, Human Resources
Salary Schedule / Grade: Refer to DSS Salary Schedule
F.L.S.A Status: Exempt




SUMMARY
The Office of Human Resources at Dayton Public Schools is currently recruiting for the position of Executive Secretary.  This position is responsible for supporting the clerical and administrative needs of the Human Resources Department.   


ESSENTIAL DUTIES AND RESPONSIBILITIES

• Screen calls and mail, responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to the relevant team member
• Coordinate appointments and meetings for team members.  Maintain schedules and calendars of events for the Chief and the overall department
• Respond to general inquiries and share the appropriate information as directed
• Receive visitors in the department and direct them to the appropriate department representatives
• Organize and execute miscellaneous office projects
• Track and review attendance for department with the Chief of HR
• Compose and prepare routine correspondence, reports, newsletters, presentations, and other communications
• Receive, distribute, and file communications and documentation related to employment, union negotiations, and labor relations
• Maintain current union contracts, salary schedules, and general office and district information within the shared drive for all team access
• Obtains appropriate signatures on correspondence and forward documents to appropriate departments for processing
• Maintain and reconcile records in support of department expenses
• Submit invoices and direct payment requests as authorized by the Chief to Accounts Payable and Receivable
• Assist the Chief in the oversight and management of vendor contracts. 
• Identify expiring contracts and coordinate reviews to determine whether contracts should be renewed
• Assist in the planning of the department budget
• Review past expenditures to forecast needed funds
• Prepare purchase requisitions, budget requests, and reconcile department expenses
• Coordinate and make travel arrangements for department staff as needed
• Track, prepare, and submit travel expenses and staff reimbursements for payment
• Prepare monthly documentation of HR personnel actions for monthly board meetings
• Ensure timely issuance of supplemental and employment contracts
• Create, distribute, and maintain standard templates and forms for department communications
• Ability to manage sensitive and confidential materials / documents
• Collaborate with team members in the development of procedures, processes, and systems to support the effective department operations
• Update and maintain processes and procedures documented in the Employee Handbook
• Maintain complete confidentiality of all information
• Perform other duties and complete special projects as assigned

QUALIFICATIONS

• Must be a U.S. citizen or have the legal right to work in the U.S.
• Must pass Federal and Ohio Bureau of Criminal Identification and Investigation background check in accordance with Ohio Administrative Code Section 3301-83-06
• Bachelor's degree preferred
• 5 years of related experience
• High level of confidentiality and professionalism
• Demonstrated experience supporting department operations/activities
• Public sector experience preferred
• General internet and IT system knowledge (Google)
• Proficient computer skills (Microsoft Word, Microsoft Excel, and PowerPoint) 

PHYSICAL ATTRIBUTES/DEMANDS

• Occasionally lift, carry, push, and pull various items up to a maximum of 20 pounds (50 pounds on wheels)
• While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, hear, see, read, speak, reach, stretch with hands and arms, crouch, kneel, climb, and stoop

WORK ENVIRONMENT  

• Work is performed in an office setting at a computer workstation
• Occasional interaction with dissatisfied employees
• Work may be subject to frequent interruptions
• Some assignments are subject to completion within strict timelines
• Periodic travel for meetings, professional development activities, and work assignments

The Dayton Public School District provides equal educational and employment opportunities for all people without regard to race, gender, ethnicity, color, age, disability, religion, national origin, creed, sexual orientation, or affiliation with a union or professional organization.