FT Confidential Administrative Assistant, DSC - HR

Job Posting # SS05825

The Williamsport Area School District is accepting applications for an anticipated Full Time Confidential Administrative Support position.  This administrative support/clerical position is based at the District Service Center, Human Resources Office; subject to the determination of the Superintendent.  This is a specialized position which includes the primary responsibility of performing operational and administrative duties on behalf and in support of the Director of Human Resources.  This position is not eligible for membership in any collective bargaining unit.  Qualifications for the position include an Associate’s or Bachelor’s degree in Business Administration/Management or Office Information Technology preferred, and at least three (3) years documented experience as an executive administrative assistant.  Previous experience in a school district setting is also preferred.  Salary commensurate with experience. EOE

All applications must be submitted electronically for consideration.  Click on the link on this page to apply.  Email jobs@wasd.org for assistance.

General Job Description:  Confidential Administrative Assistant – Human Resources Office

Basic Functions:

This is a specialized secretarial/clerical position which includes the primary responsibility of performing operational and administrative office duties on behalf of and in support of the Director of Human Resources.  This position requires considerable personal initiative and judgment in completing assignments, including the exercise of discretion and independent judgment with respect to matters of significance.  The individual must effectively communicate and interact with staff and community members.

This position is not eligible for membership in any collective bargaining unit.

Education & Experience:

High school diploma or above required.  Associate’s or Bachelor’s degree in (office) information technology or business administration/management preferred.  Three (3) years documented experience as an administrative assistant required, to include computer experience using all Microsoft Office (Excel, Word, Outlook, Powerpoint, Sharepoint, etc…) products, various applicable computer software applications, and standard office equipment.   Previous experience in a school setting is also preferred.

Knowledge, Skills & Abilities:

This position requires the ability to relate and communicate with all school personnel and community representatives.  Knowledge of English, spelling, punctuation and math required.  Considerable knowledge of modern office practices, procedures and equipment, ability to understand and follow oral and written instruction, effectively communicate necessary information to others, and compose effective and accurate correspondence.  The ability to receive a passing score on both Basic Office Skills and Data Entry Alpha Numeric assessments may be required.  Knowledge of Microsoft Office is required.  Must have the ability to learn new software products required to perform job functions.  Knowledge and the ability to assemble and organize data/information, maintain complex files and records, work independently, and assess various situations and make the appropriate decisions.  This position requires the ability to work independently.

Authority & Responsibilities:

[(E) Designates Essential Functions] 

1. Serves as an administrative assistant to the Director of Human Resources and liaison with other District representatives, staff and community representatives. (E) 

1. Prepares, composes and assembles materials such as correspondence, agenda items, statistical/financial data, or specialized information. (E) 

1. Inputs information into computer files, updates information, and generates computer reports as necessary. Information includes, but is not limited to, clearance data, mandated reporter data, professional development data required for PDE compliance, certification data, employee benefits data, workers compensation data, etc... (E) 

1. Provides accurate information as it pertains to Collective Bargaining Agreements, District policies, rules and regulations. (E) 

1. Reviews and checks documents for completeness, accuracy, and conformance with applicable rules, regulations and/or procedural requirements. (E) 

1. Communicates effectively (orally and in writing) with administrators, staff and the public. (E) 

1. Acts as a receptionist, professionally answers the telephone, takes messages as necessary, and/or refers calls or visitors to the appropriate personnel. (E) 

1. Assists the Director of Human Resources with various personnel tasks, including but not limited to application processing, interview scheduling and hiring process, clearance(s) tracking for all staff, retirement processes including retiree reception, benefits, professional and administrative staff certifications, tuition reimbursement, coordination and tracking completion of mandated reporter trainings for all staff, proctoring and grading of all required new hire assessments. (E) 

1. Responsible for all facets of application processing from start to finish, including the role of software administrator for all online applications. (E) 

1. Schedules meetings, appointments, interviews, and makes other arrangements for administrators as necessary. (E) 

1. Is able to speak and write in a clear and concise manner. (E) 

1. Receives/directs mail and identifies matters in order of priority. (E) 

1. Operates office equipment, including but not limited to fax machine, copiers, computers, telephones, intercom systems, etc. (E) 

1. Efficiently and effectively manages and utilizes various applicable computer software applications, including but not limited to Vector Solutions, TalentEd, CSIU, PDE TIMS, and ACT 168 database. (E) 

1. Performs functions related to budget preparation, requests for payments, purchasing and work orders as directed by the HR Director and/or other Administrators. (E) 

1. Performs functions related to recruitment, including preparing materials for and/or attending career fairs, education fairs, school open houses and other events to promote employment with the school district. 

1. Serves and responds to HR-related inquiries from all school district staff members. (E) 

1. Maintains utmost confidentiality of all business related and personnel related information. (E) 

1. Performs other related functions as directed by the Director of Human Resources and his/her designee. 

Physical Requirements:

Sedentary—Exerts up to 10 lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.  Involves sitting most of the time, but may involve walking or standing for brief periods of time.

Auditory and Visual Requirements:

Within normal ranges with or without correction.

Equipment Used:

Office equipment such as computers, fax machines, telephones, copiers, etc.

This job description is not an exhaustive list of all responsibilities, skills, tasks, requirements, efforts, or working conditions associated with this position.  While this job description is intended to be an accurate reflection of the current position, management reserves the right to modify essential functions of the job, or to require that additional or different tasks be performed when circumstances change (i.e., emergencies, changes in personnel, workload, rush jobs or technical developments).