Personnel Assistant/Assistant to the Superintendent

Department: Personnel/HR

Contract Length: Approximately 220 days

Hours Per Day: 8

BASIC FUNCTION: 

Coordinate and oversee the preparation of the Board agenda; perform a wide variety of responsible personnel clerical duties in the areas of recruitment, substitute employees, orientation and worker's compensation; prepare and maintain personnel records, files and related reports; provide information and assistance in person and on the telephone to District personnel, staff and the public regarding personnel matters.

REPRESENTATIVE DUTIES:

• 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.
• Coordinate preparation of the Board of Education agenda; assure proper content, format, order and supporting documentation; confer with submitting departments as needed regarding revisions and corrections; incorporate materials into resolution form for presentation to the Board; attend Board meetings.
• Oversee and coordinate the preparation of official minutes of Board meetings; maintain official record of the minutes.
• Provide assistance to the Board of Education as needed, including research of policy questions and coordination of Board requests and activities; maintain subject indexes of Board actions for historical and reference purposes; maintain other records required by policy, regulations or law.
• Take and transcribe dictation including information regarding confidential matters; attend a variety of meetings and record proceedings in a prescribed manner.
• Remain current concerning issues, situations and conditions of special interest to the Superintendent and Board members.
• Attend and participate in a variety of administrative meetings.
• Exercise discretion in disseminating information, explaining policies and procedures and speaking as directed for the Superintendent in personal and telephone contacts and meetings.
• 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 wide variety responsible personnel and clerical duties related to recruitment, placement of substitute employees, orientation and worker's compensation.
• 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.
• Receive and document messages and correspondence regarding teacher and classified employee absences; notify school or office of absences and respective substitutes.
• Arrange for teacher substitutes as necessary; maintain records regarding teacher substitutes.
• 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.
• Process worker's compensation claims; assure compliance and completion of required documentation; provide information and explain regulations to District personnel.
• Prepare, type, update, maintain and process a variety of forms, reports, bulletins, records, schedules, lists and files according to established policies, procedures, regulations; verify and post information as necessary to assure completeness and accuracy.
• Compose and type letters, memoranda, lists and other materials according to established procedures.
• Operate office equipment, such as a typewriter, computer terminal, 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:

• Personnel office methods, practices and procedures.
• District organization, operations, policies and objectives relating to personnel activities.
• Applicable sections of State Education Code and other applicable laws regarding assigned personnel activities.
• Record-keeping techniques.
• Operation of a computer terminal and other office equipment.
• Oral and written communication skills.
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.

     ABILITY TO:

• Perform responsible personnel clerical duties in the areas of teacher substitutes, recruitment, placement, and workers compensation.
• Maintain personnel records and files and prepare related reports.
• Learn and apply rules, regulations involved in assigned activities.
• Learn and apply applicable sections of State Education Code and other applicable laws.
• Maintain the security of confidential materials.
• Appropriately apply personnel rules and related procedures.
• Determine appropriate action within clearly defined guidelines.
• Communicate effectively both orally and in writing.
• Maintain records and prepare reports.
• Type at an acceptable rate of speed.
• Establish and maintain cooperative and effective working relationships with others.
• Meet schedules and time lines.
• Work independently with little direction.

EDUCATION AND EXPERIENCE:

     Any combination equivalent to:  high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and one year responsible clerical experience.