What are the responsibilities and job description for the Administrative Assistant/HR position at Gentry School District?
Position: Executive Secretary to the Superintendent and Assistant Superintendent/Board Recording Secretary
Supervisor: Superintendent and Assistant Superintendent
Pay Scale: Administrative Assistant/HR
Contract: 245 Days
General Description
This position provides essential support to the Superintendent and Assistant Superintendent, handling administrative, HR, and board-related tasks. Proficiency in Google Docs, Word, Excel, PowerPoint, and other Google Apps is required. Strong communication, organization, and interpersonal skills, along with knowledge of effective office practices, are essential.
Essential Duties and Responsibilities
- Manage HR records, including personnel and applicant files, with custodial responsibility.
- Oversee new hire onboarding, background checks, and fingerprinting.
- Assist certified staff with license renewals and credentialing.
- Ensure accreditation compliance and resolve errors.
- Submit Cycle Reporting data to the state.
- Serve as the point of contact for board-to-board transfers, school choice applications, and homeschool filings.
- Act as the FMLA point of contact and manage ALP filing/tracking.
- Handle verifications of past employment and manage personnel files.
- Collect, file, and store time certification sheets.
- Manage new hire reporting and maintain service pin inventory.
- Prepare contracts, maintain salary spreadsheets, and post salary information to the district website.
- Organize HR events, board workshops, hearings, and other Superintendent’s office events.
- Order and distribute Teacher of the Year plaques.
- Handle employee history reports (VOEs, taxes, etc.) and miscellaneous reports (EEOC, Census).
- Notary services.
- Record and maintain board meeting minutes, file documents with the County Clerk, and communicate with the board.
- Assist with purchasing, financial spreadsheets, and expenditure reports using eFinance, Google Sheets, and Excel.
- Handle travel logistics, including making arrangements and processing travel expenses.
- Provide general administrative support, including answering calls, preparing communications, and assisting with projects.
- Arrange and set up meetings, take minutes, and distribute them to committee members.
- Maintain confidentiality and professionalism in all interactions.
- Organize and prioritize work independently and in collaboration with the Superintendent/Assistant Superintendent.
- Demonstrated ability to make ethical decisions and maintain confidentiality.
- Strong organizational and time management skills, with a cooperative, positive attitude.
- Ability to manage multiple priorities efficiently and effectively.
- Support Superintendent and Assistant Superintendent with executive tasks as needed.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION AND EXPERIENCE
High school, plus specialized schooling and/or on the job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc, plus 5 years related experience and/or training or equivalent combination of education and experience.
COMMUNICATION SKILLS
Ability to effectively and professionally communicate information and respond to questions in person-to-person and small group situations with the Board, stakeholders, general public and other employees of the organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to prepare and interpret charts and graphs.
CRITICAL THINKING SKILLS
Ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables in situations of a routine nature.
PLANNING
Considerable responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation.
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS
Regular use of desktop/laptop computer and software, phone, fax, etc.
SOFTWARE SKILLS REQUIRED
Intermediate: Word Processing/Typing, Alphanumeric Data Entry, electronic file management, Presentation/PowerPoint; Google Drive, Sheets, Docs, Forms, and Slides.
ADDITIONAL INFORMATION
The Gentry School District is committed to having an academic and work environment in which all students and employees are treated with respect and dignity. Harassment of any type will not be tolerated. All employees will follow all State and Federal laws including, but not limited to, HIPAA and FERPA laws.
PHYSICAL ACTIVITIES
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations. While performing the functions of this job, the employee is regularly required to sit, use hands to finger, handle, or feel, talk or hear; occasionally required to stand, walk, reach with hands and arms. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision and color vision.
ENVIRONMENTAL CONDITIONS
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
