Administrative/Human Resources Assistant

SUMMARY OF DUTIES
Perform a wide variety of specialized and responsible secretarial and administrative support duties; exercise independent judgment in assisting the Superintendent in administrative details, requiring considerable knowledge, use and interpretation of District policies and procedures; organize and coordinate office activities and communications to assist the administrator with assigned functional areas of responsibility.

DUTIES & RESPONSIBILITIES

• Assist the Superintendent with administrative matters; interview callers, exercising considerable judgment and applying experience in making decisions; provide information in accordance with established procedures and policies; refer problems requiring technical answers to appropriate administrators.
• Conduct initial interviews on the phone or in person with students, teachers and parents; answer questions, refer to appropriate staff member and schedule appointment with the Superintendent; receive and resolve complaints as appropriate or refer matters to proper personnel.
• Organize and coordinate the work of office staff; establish and revise clerical priorities in accordance with schedules and time lines; assure conformance with established procedures and standards of quality.
• Provide information and assistance in person or on the telephone to District personnel, staff and the public regarding a variety of personnel matters such as position vacancies, fringe benefits, and personnel regulations, policies and procedures.
• Distribute, receive, record and maintain files on job applications, transcripts, fingerprints, examinations, credentials and other information; review for completeness and compliance; schedule necessary interviews and appointments.
• Recruit and place advertisements for substitute and certificated personnel; place ads in appropriate media; obtain background information and review for compliance.
• Orient new employees and provide necessary information; assist in the enrollment in fringe benefits programs and in the completion of necessary documentation; process salary placement forms making changes as required.
• Research records and obtain information from other offices and agencies as necessary to perform assigned duties.
• Compose effective correspondence independently; reference policies, rules and regulations in preparing correspondence; review and edit material prepared by others.
• Conduct research of problems and situations, consulting with involved staff members, investigating policies and procedures and gathering background materials; prepare reports involving research as directed for use by the Superintendent.
• Consult with District personnel and others concerning specific issues and situations.
• Perform a variety of general secretarial duties including sorting and routing mail; receive and refer telephone calls; operate computer, copier, dictation equipment, electronic typewriter and recording machines and equipment as required.
• Operate a computer terminal and microcomputer to maintain records and generate reports, lists and other materials; utilize word processing and other software as required.
• Operate office equipment, such as computer, printer, calculator, answering machine, copier and multi-line telephone.
• Order and maintain office supply inventories.
• Perform related duties as assigned.

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF:

• Principles, practices and procedures utilized in an administrative office.
• District organization, operations, policies and objectives.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• Various employee benefits plan.
• Student hearing procedures and related documents.
• Modern office practices, procedures and equipment.
• Telephone techniques and etiquette.
• Record keeping and report writing techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Interpersonal skills using tact, patience and courtesy.
• Operation of a computer and a variety of other office equipment including printers, postage machine, calculator, copiers and multi-line telephone.

ABILITY TO:

• Perform highly responsible and complex secretarial and administrative assistance duties in support of the Superintendent.
• Exercise independent judgment in assisting the Superintendent in administrative details, requiring considerable knowledge, use and interpretation of District policies and procedures.
• Read, interpret, explain and follow rules, regulations, policies and procedures.
• Establish and maintain a variety of complex and confidential files and records.
• Compose effective correspondence independently.
• Operate a variety of office equipment including computer terminal.
• Establish and maintain cooperative and effective working relationships with others.
• Use Microsoft Word and Excel effectively.
• Analyze situations accurately and adopt an effective course of action.
• Making arithmetic calculations with speed and accuracy.
• Understand and work within scope of authority.
• Meet schedules and time lines.
• Maintain the security of confidential materials.
• Work confidentially with discretion.
• Work efficiently with many interruptions.
• Making arrangements for meetings and conferences.
• Maintain a variety of files, records and logs.
• Plan and organize work.
• Coordinate enrollment for employee benefits.
• Assist employees and applicants with processing enrollments and forms.

EDUCATION AND EXPERIENCE
Any combination equivalent to: four-year college degree in an area of business and/or communications or demonstrated progress toward obtaining a four-year college degree in an area of business and/or communications and two years of responsible and varied secretarial experience including two years of experience performing secretarial work for an administrative official using Word, Excel and record-keeping software. Hickman County Schools