What are the responsibilities and job description for the Executive Assistant for the Human Resources Department position at Yorkville CUSD #115?
Purpose Statement
The Executive Assistant to the Department of Human Resources assists in all operations pertaining to the smooth and efficient operation of the department. This includes general support for the department as well as promptly and accurately answering questions that administration, staff, parents and the community may have regarding human resources matters in a professional manner.
Reports to: Associate Superintendent of Human Resources
Supervises: No personnel supervisory responsibilities
Work Year: 12 months
Essential Functions
Responsibilities include: working independently under broad organizational guidelines to achieve department objectives; working with other departments to achieve district objectives.
Job Requirements: Minimum Qualifications:
The individual must be able to perform each essential job duty and responsibility satisfactorily. The following requirements are representative of the knowledge, skills, and/or other abilities needed to perform the job at a fully acceptable level. High level of skill and knowledge of the Google Suite of products is required to perform this job successfully. This includes, but not limited to mail merges, use of functions and formulae, and the use of pivot tables for data analysis.
Skills, Knowledge And Abilities
SKILLS are required to perform multiple, highly complex, technical tasks with a need to periodically upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: developing and administering budgets; operating standard office equipment including utilizing pertinent software applications; planning and managing multiple projects; preparing and maintaining accurate records; and training, developing and supervising staff.
KNOWLEDGE is required to perform advanced math; review and interpret highly technical information, write technical materials, and/or speak persuasively to implement desired actions; and analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: pertinent codes, policies, regulations and/or laws; human resource processes and procedures
ABILITY is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and consider a variety of factors when using equipment. Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using a variety of standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize a variety of job-related equipment. Independent problem solving is required to analyze issues and create action plans. Problem solving with data requires analysis based on organizational objectives; and problem solving with equipment is moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: effectively communicate; adapting to changing work priorities; dealing with frequent and sustained interruptions; developing and maintaining positive working relationships; facilitating communication between persons with divergent positions; implementing change; maintaining confidentiality; meeting deadlines and schedules; providing direction and leadership; and setting priorities.
Physical Demands
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.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and color vision.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment
The usual and customary methods of performing the job's functions require the following physical demands:
some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally, the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment.
Experience: Job related experience is required
Education: High school diploma required; associate degree preferred
Equivalency: None Specified
Required Testing Certificates Licenses
None Specified None Specified
Continuing Education / Training Clearances
None Specified Criminal Justice Fingerprint/Background Clearance
FLSA Status Salary Range
Non-Exempt $53,000.00 - $63,000.00
The information contained in this job description is for compliance with the American with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual holding this position and additional duties may be assigned.
The Executive Assistant to the Department of Human Resources assists in all operations pertaining to the smooth and efficient operation of the department. This includes general support for the department as well as promptly and accurately answering questions that administration, staff, parents and the community may have regarding human resources matters in a professional manner.
Reports to: Associate Superintendent of Human Resources
Supervises: No personnel supervisory responsibilities
Work Year: 12 months
Essential Functions
- Maintains personnel records and completes all required state reports to ensure compliance
- Inputs, maintains, and validates accuracy of personnel records within the HR management software
- Maintains accurate personnel placement records
- Creates and maintains a record of co-curricular placements and stipends
- Responsible for sending out notices (unemployment, retirement, resignation etc.) letters and personnel report following Board action
- Works with department administrator to develop and distribute employee calendars for each school year
- Monitors all active staff licensure to ensure they are current
- Implements, monitors, and maintains employee evaluation tracking software
- Organizes and tracks submission of performance evaluations for all certified and classified personnel
- Assists with the annual creation of the certified staff sequence of honorable dismissal list
- Creates and posts annual seniority lists for all personnel classifications by February 1 and prepares the list of teachers receiving tenure for Board approval
- Maintains confidentiality of staff records and information, ensuring discretion and compliance with legal limits
- Provides clerical assistance to the department administrator as needed
- Maintain and tracks background checks of all newly hired staff
- Monitors and processes all personnel leave requests, including FMLA, and ensures collection of all legally required forms
- Monitors and processes certified staff continuing education approval requests and tuition reimbursement
- Monitors and maintains the human resources area of the Yorkville CUSD 115 Intranet to ensure all information and forms are up to date
- Monitors and processes unemployment and workers' compensation claims
- Responsible for compilation of documents needed for collective bargaining
- Other duties as assigned
Responsibilities include: working independently under broad organizational guidelines to achieve department objectives; working with other departments to achieve district objectives.
Job Requirements: Minimum Qualifications:
The individual must be able to perform each essential job duty and responsibility satisfactorily. The following requirements are representative of the knowledge, skills, and/or other abilities needed to perform the job at a fully acceptable level. High level of skill and knowledge of the Google Suite of products is required to perform this job successfully. This includes, but not limited to mail merges, use of functions and formulae, and the use of pivot tables for data analysis.
Skills, Knowledge And Abilities
SKILLS are required to perform multiple, highly complex, technical tasks with a need to periodically upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: developing and administering budgets; operating standard office equipment including utilizing pertinent software applications; planning and managing multiple projects; preparing and maintaining accurate records; and training, developing and supervising staff.
KNOWLEDGE is required to perform advanced math; review and interpret highly technical information, write technical materials, and/or speak persuasively to implement desired actions; and analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: pertinent codes, policies, regulations and/or laws; human resource processes and procedures
ABILITY is required to schedule a significant number of activities, meetings, and/or events; routinely gather, collate, and/or classify data; and consider a variety of factors when using equipment. Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using a variety of standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize a variety of job-related equipment. Independent problem solving is required to analyze issues and create action plans. Problem solving with data requires analysis based on organizational objectives; and problem solving with equipment is moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: effectively communicate; adapting to changing work priorities; dealing with frequent and sustained interruptions; developing and maintaining positive working relationships; facilitating communication between persons with divergent positions; implementing change; maintaining confidentiality; meeting deadlines and schedules; providing direction and leadership; and setting priorities.
Physical Demands
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.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and color vision.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment
The usual and customary methods of performing the job's functions require the following physical demands:
some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally, the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment.
Experience: Job related experience is required
Education: High school diploma required; associate degree preferred
Equivalency: None Specified
Required Testing Certificates Licenses
None Specified None Specified
Continuing Education / Training Clearances
None Specified Criminal Justice Fingerprint/Background Clearance
FLSA Status Salary Range
Non-Exempt $53,000.00 - $63,000.00
The information contained in this job description is for compliance with the American with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual holding this position and additional duties may be assigned.
Salary : $53,000 - $63,000
