What are the responsibilities and job description for the Secretary to Chief Human Resource Officer position at Martin County School District?
THE SCHOOL BOARD OF MARTIN COUNTY
SECRETARY TO CHIEF HUMAN RESOURCE OFFICER
JOB DESCRIPTION
QUALIFICATIONS:
(1) High school diploma or equivalent.
(2) At least five years previous secretarial experience.
(3) Ability to handle routine administrative details independently, including the composition of letters and
memoranda.
(4) Ability to make decisions within established procedures and practices, to use resourcefulness and tact
in meeting and assisting persons who make inquiries about district policies and procedures, and ability
to assist school and county staff personnel.
(5) Ability to understand and follow complex oral and written instructions.
(6) Ability to proofread and edit.
(7) Ability to accurately type 50 wpm.
(8) Ability to operate word processing equipment accurately, or willingness to begin training to become
efficient.
KNOWLEDGE, SKILLS AND ABILITIES:
Ability to communicate effectively. Proficiency in modern computer technology and applications. Experience
in bookkeeping, filing and general office procedures.
REPORTS TO:
Chief Human Resource Officer
JOB GOAL
To effectively assist the Chief Human Resource Officer in all performance responsibilities.
SUPERVISES:
N/A
PERFORMANCE RESPONSIBILITIES:
Service Delivery
* (1) Receive and route incoming calls, record messages, and determine how to effectively handle
emergency call situations.
* (2) Manage the office of the Human Resources Department, including managing an appointment
calendar for the Chief Human Resource Officer, scheduling appointments, greeting visitors,
organizing office budget, requisitions, invoices, travel vouchers and facility/equipment maintenance
procedures.
* (3) Time and Attendance System –Responsible for the tracking and documentation and bi-weekly
reporting for the Human Resources Department employees (cost centers 9515 and 9529).
* (4) Update, monitor, and maintain all Board approved District job descriptions.
* (5) Budget, P-Card, Purchase Orders for Cost Center 9515 as well as travel arrangements for the Chief
Human Resource Officer. Responsible for the ordering of supplies, reprographic materials, paying the
monthly invoices for cost centers 9515 and 9529.
* (6) Sick Leave Bank – Annual Process. Responsible for the annual roll-out of the program for the
Instructional, Non-Instructional and Administrative employees who wish to join the sick bank for the
school year and/or rollover or delete their participation in the program.
* (7) Greet all visitors courteously and determine their needs.
* (8) Board Agenda – Items for the Chief Human Resources Officer (BoardDocs). Responsible for
submitting all Board agenda documents for the Chief Human Resources Officer in a timely manner
through the BoardDocs system for approvals.
BOARD APPROVED: 8/18/15
SECRETARY TO CHIEF HUMAN RESOURCE OFFICER (Continued)
* (9) Prepare Investigative Action Files as needed, and maintains a database program in order to retrieve
specific information as requested.
*(10) Obtain, gather and organize data as directed, and putit into usable form.
*(11) Maintain a regular filing system and processes incoming correspondence as instructed.
*(12) Order and maintain supplies as needed.
*(13) Perform all bookkeeping tasks associated with the position, including P-Card purchases/payments,
preparing purchase requisitions, warehouse requisitions, mileage reimbursements, budget review, and
completes routine form requests.
*(14) Maintain a schedule of appointments and make arrangements for conferences and interviews.
*(15) Handle correspondence (compose letters, memorandums, proofread publications-newsletters,
booklets and guides).
*(16) Demonstrate initiative in the performance of assigned responsibilities.
Employee Qualities/Responsibilities
*(17) Meet and deal effectively with the general public, staff members, parents, administrators and other
contact persons using tact and good judgment.
*(18) Follow attendance, punctuality and other qualities of an appropriate work ethic.
*(19) Ensure adherence to good safety standards.
*(20) Maintain confidentiality regarding school/workplace matters.
*(21) Model and maintain high ethical standards.
*(22) Maintain expertise in assigned areas to fulfill position goals and objectives.
*(23) Participate successfully in the training programs offered to increase skill and proficiency related to
assignment.
Inter/Intra-Agency Communication and Delivery
*(24) Answer, assist and direct incoming telephone calls in a courteous and professional manner.
*(25) Exercise service orientation when working with others.
*(26) Keep supervisor informed of potential problems or unusual events.
*(27) Use effective, positive interpersonal communication skills.
*(28) Respond to inquiries and concerns in a timely manner.
*(29) Serve on district committees as required or appropriate.
System Support
*(30) Exhibit interpersonal skills to work as an effective team member.
*(31) Follow federal and state laws as well as School Board policies, rules and regulations.
*(32) Demonstrate support for the school district and its goals and priorities.
*(33) Demonstrate initiative in identifying potential problems or opportunities for improvement.
*(34) Prepare or assist in the preparation of all required reports and maintain all appropriate records.
*(35) Participate in cross-training activities as required.
*(36) Must be available/present during emergency situations.
(37) Perform other duties as assigned.
PHYSICAL REQUIREMENTS:
Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force as frequently as
needed to move objects.
See Job Description Supplement for Codes
Physical Activity - occasionally B, F, I, K, M, S
- frequently C, D, L, N, Q
- constantly A, O, P, T, U, V
Working Conditions B
Materials, Tools and Equipment A, C-H, V
TERMS OF EMPLOYMENT:
Salary and benefits shall be paid consistent with the district’s approved compensation plan.
Length of the work year and hours of employment shall be those established by the district.
BOARD APPROVED: 8/18/15
SECRETARY TO CHIEF HUMAN RESOURCE OFFICER (Continued)
EVALUATION:
Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of
personnel.
*Essential Performance Responsibilities
BOARD APPROVED: 8/18/15
SECRETARY TO CHIEF HUMAN RESOURCE OFFICER
JOB DESCRIPTION
QUALIFICATIONS:
(1) High school diploma or equivalent.
(2) At least five years previous secretarial experience.
(3) Ability to handle routine administrative details independently, including the composition of letters and
memoranda.
(4) Ability to make decisions within established procedures and practices, to use resourcefulness and tact
in meeting and assisting persons who make inquiries about district policies and procedures, and ability
to assist school and county staff personnel.
(5) Ability to understand and follow complex oral and written instructions.
(6) Ability to proofread and edit.
(7) Ability to accurately type 50 wpm.
(8) Ability to operate word processing equipment accurately, or willingness to begin training to become
efficient.
KNOWLEDGE, SKILLS AND ABILITIES:
Ability to communicate effectively. Proficiency in modern computer technology and applications. Experience
in bookkeeping, filing and general office procedures.
REPORTS TO:
Chief Human Resource Officer
JOB GOAL
To effectively assist the Chief Human Resource Officer in all performance responsibilities.
SUPERVISES:
N/A
PERFORMANCE RESPONSIBILITIES:
Service Delivery
* (1) Receive and route incoming calls, record messages, and determine how to effectively handle
emergency call situations.
* (2) Manage the office of the Human Resources Department, including managing an appointment
calendar for the Chief Human Resource Officer, scheduling appointments, greeting visitors,
organizing office budget, requisitions, invoices, travel vouchers and facility/equipment maintenance
procedures.
* (3) Time and Attendance System –Responsible for the tracking and documentation and bi-weekly
reporting for the Human Resources Department employees (cost centers 9515 and 9529).
* (4) Update, monitor, and maintain all Board approved District job descriptions.
* (5) Budget, P-Card, Purchase Orders for Cost Center 9515 as well as travel arrangements for the Chief
Human Resource Officer. Responsible for the ordering of supplies, reprographic materials, paying the
monthly invoices for cost centers 9515 and 9529.
* (6) Sick Leave Bank – Annual Process. Responsible for the annual roll-out of the program for the
Instructional, Non-Instructional and Administrative employees who wish to join the sick bank for the
school year and/or rollover or delete their participation in the program.
* (7) Greet all visitors courteously and determine their needs.
* (8) Board Agenda – Items for the Chief Human Resources Officer (BoardDocs). Responsible for
submitting all Board agenda documents for the Chief Human Resources Officer in a timely manner
through the BoardDocs system for approvals.
BOARD APPROVED: 8/18/15
SECRETARY TO CHIEF HUMAN RESOURCE OFFICER (Continued)
* (9) Prepare Investigative Action Files as needed, and maintains a database program in order to retrieve
specific information as requested.
*(10) Obtain, gather and organize data as directed, and putit into usable form.
*(11) Maintain a regular filing system and processes incoming correspondence as instructed.
*(12) Order and maintain supplies as needed.
*(13) Perform all bookkeeping tasks associated with the position, including P-Card purchases/payments,
preparing purchase requisitions, warehouse requisitions, mileage reimbursements, budget review, and
completes routine form requests.
*(14) Maintain a schedule of appointments and make arrangements for conferences and interviews.
*(15) Handle correspondence (compose letters, memorandums, proofread publications-newsletters,
booklets and guides).
*(16) Demonstrate initiative in the performance of assigned responsibilities.
Employee Qualities/Responsibilities
*(17) Meet and deal effectively with the general public, staff members, parents, administrators and other
contact persons using tact and good judgment.
*(18) Follow attendance, punctuality and other qualities of an appropriate work ethic.
*(19) Ensure adherence to good safety standards.
*(20) Maintain confidentiality regarding school/workplace matters.
*(21) Model and maintain high ethical standards.
*(22) Maintain expertise in assigned areas to fulfill position goals and objectives.
*(23) Participate successfully in the training programs offered to increase skill and proficiency related to
assignment.
Inter/Intra-Agency Communication and Delivery
*(24) Answer, assist and direct incoming telephone calls in a courteous and professional manner.
*(25) Exercise service orientation when working with others.
*(26) Keep supervisor informed of potential problems or unusual events.
*(27) Use effective, positive interpersonal communication skills.
*(28) Respond to inquiries and concerns in a timely manner.
*(29) Serve on district committees as required or appropriate.
System Support
*(30) Exhibit interpersonal skills to work as an effective team member.
*(31) Follow federal and state laws as well as School Board policies, rules and regulations.
*(32) Demonstrate support for the school district and its goals and priorities.
*(33) Demonstrate initiative in identifying potential problems or opportunities for improvement.
*(34) Prepare or assist in the preparation of all required reports and maintain all appropriate records.
*(35) Participate in cross-training activities as required.
*(36) Must be available/present during emergency situations.
(37) Perform other duties as assigned.
PHYSICAL REQUIREMENTS:
Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force as frequently as
needed to move objects.
See Job Description Supplement for Codes
Physical Activity - occasionally B, F, I, K, M, S
- frequently C, D, L, N, Q
- constantly A, O, P, T, U, V
Working Conditions B
Materials, Tools and Equipment A, C-H, V
TERMS OF EMPLOYMENT:
Salary and benefits shall be paid consistent with the district’s approved compensation plan.
Length of the work year and hours of employment shall be those established by the district.
BOARD APPROVED: 8/18/15
SECRETARY TO CHIEF HUMAN RESOURCE OFFICER (Continued)
EVALUATION:
Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of
personnel.
*Essential Performance Responsibilities
BOARD APPROVED: 8/18/15
