Human Resources Executive Secretary - 12 Month Position (Year-Round Position)

JobID: 7331

Position Type:
Secretarial/Clerical

Date Posted:
3/3/2025

Location:
Administration Building

Date Available:
03/28/2025

Closing Date:
Open until filled

Human Resources Executive Secretary - 12 Month Position (Year Round Position)
Salary: $69,914.89 per year

The following documents must be complete and current for application to be considered for the position:
Internal applicants are required to submit the same application materials

Online Application

Letter of Interest

Resume

Copy of Valid Certification and/or License

Transcripts (if applicable)

Three Current Letters of Recommendation (dated within the past 12 months)

Other: Letter of application should include background information

TITLE: Executive Secretary to the Director of Human Resources

QUALIFICATIONS:
1. Associate’s Degree Preferred; High School diploma required;
2. Proven office experience highly desirable;
3. Knowledge of basic bookkeeping and record-keeping procedures;
4. Ability to handle and process high volume of paperwork accurately and efficiently and establish and maintain complex file and record systems;
5. Must be able to access and process information contained in file records and computer databases;
6. Ability to use various software applications;
7. Basic knowledge of Human Resources functions.

REPORTS TO: Director of Human Resources

JOB GOAL: To organize and orchestrate the roles and responsibilities of the human resources office as they relate to employment for district employees and to orchestrate the efficiency of the Director.

PERFORMANCE RESPONSIBILITIES:

• Serves in many instances as the point of initial contact with Board members, staff, applicants, and the public;

• Carries out the administrative functions in the hiring process such as posting positions, advertising, recruiting, scheduling of interviews, assisting new hires in the completion of paperwork, and closing out of postings;

• Ability to maintain Human Resources Information System (familiarity with MUNIS strongly preferred);

• Assists in the management of the district’s Human Resources Information System (HRIS) and the addition of new employees, changes to existing employees, and de-activation of individuals no longer employed by the District;

• Must be a self-directed, flexible, detail and results-oriented professional with the ability to work independently, handle multiple tasks/projects simultaneously and effectively handle changing conditions;

• Excellent verbal and written communication skills and strong interpersonal skills who can build, foster, and maintain productive and professional relationships at all levels;

• Oversees human resources staff members as they carry out various functions of the office including staffing for regular and substitute employees, reporting and recording absences, maintaining Human Resources Information System, etc.;

• Prepares annual assignment letters for staff.

• Assists in the planning and preparation of human resources functions;

• Maintains and updates job descriptions;

• Maintains online application system, including administrator access, and corresponds with applicants following the closing of postings

• Oversees the expenditure of funds budgeted within the Department and prepares purchase orders as necessary;

• Prepares various correspondence as requested by the Director and/or staff members;

• Reviews, edits, and prepares policies and regulations for review by the Policy and Audit Committee and the Board of Education;

• Records personnel changes in central personnel files and adjusts employee records in Human Resources Information System;

• Maintains personnel files for all District employees;

• Relieves the Director of administrative details and takes appropriate action on routine matters;

• Handles correspondence including freedom of information requests, grievances, certification renewal forms, verification of employment documentation, etc.;

• Completes routine/cyclical matters with limited or no direction;

• Supervises and maintains a professional work flow;

• Possesses an excellent knowledge of grammatical skills and the English language;

• Operates personal computer at advanced skills level, including word processing, presentation, spread sheets, data entry and electronic mail;

• Possesses working knowledge of current Board policies and laws relevant to Human Resources;

• Assist in supervision/evaluation of staff.

• Communicates with vendors for problem resolutions;

• Possesses knowledge of bookkeeping procedures/programs;

• Performs double entry bookkeeping procedures, maintains account balances and reconciles bank statements;

• Maintains substantial financial records of budgetary transactions;

• Assumes such other functions as may be determined or assigned by the Director.

TERMS OF EMPLOYMENT: Non-Bargaining Unit position per individual contract. Seven hours per day, twelve-month year. Full salary and benefits. Pro-rated annualized salary of $69,914.89.


EVALUATION:
Performance of this job will be evaluated by the Director of Human Resources in accordance with provisions of the Board’s policy on Evaluation of Non-Certified Staff.

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