Human Resources and Finance Administrative Assistant

Department:

Human Resources

Job Title

Human Resources and Finance Administrative Assistant

FLSA Status:

(Exempt/Non-exempt)

Exempt - Non-Aligned

Reports to:

Executive Director of Human Resources and Assistant Superintendent of Finance

GENERAL DESCRIPTION (1-3 LINES DESCRIBING ROLE):

The Human Resources and Finance Administrative Assistant has responsibility for day-to-day operational HR and Finance support as well as designated projects. Working collaboratively within the HR team, the Finance team, and the District, this position will provide support in hiring, staffing, benefit programs, compliance, procurement, records retention, correspondence, budget document preparation, special projects, and other human resources and finance-related activities. 

QUALIFICATIONS:

REQUIRED QUALIFICATIONS:

• Associates or Bachelor’s Degree in HR or a Finance-related field, or HR certification (SPHR/PRH) preferred. 
• Ability to resolve a multitude of varying and complex problem issues with timely follow-through
• Excellent oral and written communication skills 
• Requires demonstrated outstanding customer service skills 
• This position requires initiative and collaboration.
• Solid computer proficiency, particularly with Google, Word and Excel.
• Must be able to maintain excellent organization with confidential information.
• Must be able to contribute to a positive work climate.

DESIRED QUALIFICATIONS:

• A minimum of one to two years Human Resources experience preferred.  
• Experience working in an educational setting, working with unions and associated contracts, and proficiency in human resources systems preferred

ESSENTIAL JOB DUTIES (NOT LIMITED TO):

• This position will be responsible for accurate attention to detail while being able to view and understand the big-picture operations of all areas of human resources and finance within the district.  
• The Administrative Assistant will provide enthusiastic consultation with all employees via phone and in-person on many areas including policy and procedures, employee relations including onboarding, benefits and other human resources duties.
• The Administrative Assistant will assist with the procurement process including the preparation and publication of bid documents and legal notices, as well as maintaining all procurement files and records.
• The Administrative Assistant will be responsible for organizing and maintaining HR and Finance records and files in compliance with the Massachusetts Municipal Retention Schedule. They will also physically or electronically organize any files or documents.
• The Administrative Assistant will prepare correspondence or forms being sent to staff or families.
• The Administrative Assistant will assist with the preparation of documents and/or presentations used during the annual budget process.
• The Administrative Assistant will organize and order office supplies for the HR and Finance teams.  
• The HR Administrative Assistant will be responsible for ensuring that all pre-employment requirements are met, including the verification of required licenses, background checks, completion of all necessary paperwork and input of information into complex electronic systems which will require a high level of attention to detail, problem solving skills and reasoning.  
• In addition, the Administrative Assistant takes initiative and coordinates with the HR team to provide periodic employee programs (ex: benefits’ open enrollment, orientation, etc.).   They will coordinate and assist in administering benefits programs. 
• This position will manage the substitute hiring, orientation and management process.
• Responsible for supporting compliance in both human resources and procurement (finance) for example:  FMLA, ADA, I-9 audits, publishing state legal procurement postings and records retention  
• This position will be involved in a wide array of administrative support responsibilities from providing routine advice on onboarding, leave of absence, staffing changes, employment verifications, and other Administrative Assistant duties including assisting with CORI/SORI’s, ID badges. 
• This position operates in an open team environment where all staff have shared administrative and independent responsibilities.
• Regular and on-time attendance is essential for this position.
• Other duties as required by both departments

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS:

Work Environment:  

The majority of work is performed in an open office environment.  The noise level in the environment is usually mild-moderate.

Physical Requirements:

While performing the duties of this job, the Administrative Assistant is frequently required to walk, stand, sit, talk, and hear.  The Administrative Assistant is sometimes required to bend, stoop, crouch and/or kneel.  The Administrative Assistant is occasionally required to lift and/or move objects weighing up to 20-25 pounds.  Must have sufficient mobility to navigate within a large building.

The physical demands 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.