Job Description

Openings as of 4/19/2019

  • Administrative Assistant I- Human Resources JobID: 2047
  • Position Type:
    Secretarial/Clerical/Administrative Assistant

  • Date Posted:

  • Location:
    District Office

  • Closing Date:
    until filled

  •   Additional Information:

    POSITION DESCRIPTION: Administrative Assistant I – District
    (Human Resources)

    Grade: L
    Work Calendar: 12-month
    Hours per Day: 8

    I. General Description:

    The Human Resources Administrative Assistant performs a wide variety of duties requiring knowledge related to the function and administration of the Human Resources office while maintaining a high level of confidentiality.

    II. Qualifications:
    1. Must possess high school diploma or equivalent; associates degree is preferable.
    2. Two years of clerical experience and knowledge of general office practices and procedures, some experience in a personnel office is preferred.
    3. Ability to operate computer hardware and software in use in Human Resources at time of and adopted after hire (e.g., MS Word, MS Excel, PowerPoint, Publisher, VISIONS, and iVISIONS).
    4. Must possess ability to work cooperatively with parents, students, administrators, faculty, staff and general public.
    5. Ability to function in stressful situations and respond with tact, composure and courtesy when dealing with others.
    6. Ability to acquire and apply information in related references (e.g., Governing Board policies and regulations, HR procedures).
    7. Biliterate/bilingual in Spanish and English, preferred.
    8. Must deal effectively with matters of confidentiality.
    9. Must be self-directed and capable of working in a collaborative decision-making management system.

    III. Duties and Responsibilities:
    1. Maintains punctual and regular attendance.
    2. Greets and assists parents, employees and public; provides appropriate information and/or direction.
    3. Answers phones, screens and directs calls.
    4. Schedules appointments as requested
    5. Responds to routine inquiries regarding pay rates, benefits and employment (e.g., the application process, job qualifications requirements, and required documentation), maintains and distributes a list of job openings and closing dates.
    6. Responds to correspondence and prepares reports as requested (e.g., responds to employment verification requests).
    7. Assists volunteers, student teachers, employees in completing Human Resources documents.
    8. Assists with office mailings.
    9. Prepares office reports as requested.
    10. Provides backup in District receptionist’s absence.
    11. Maintains all office supplies and processes requisitions for supplies.
    12. Assists in preparing personnel folders for new hires and/or exiting employees.
    13. Assists with filing all personnel documents.
    14. Manages job postings in printed and electronic format and internet.
    15. Assists with tracking of all application materials.
    16. Assists with filing of the Recommendation to Hire Summary Sheets.
    17. Assists with maintaining a database for tracking all employee evaluations.
    18. Assists with maintaining a database of volunteers and status.
    19. Assists with input of employee maintenance into VISIONS.
    20. Monitors and notifies supervisors of 30 day probationary period evaluation for new classified employees.
    21. Monitors and maintains a file of all completed employee annual evaluations returned to Human Resources. Notifies supervisors regarding evaluation due date.
    22. Assists with collection and filing of appropriate employment paperwork for contract and notice of appointments; fingerprinting, and applications.
    23. Provides assistance regarding Applitrack and AESOP.
    24. Assists with background checks regarding substitutes.
    25. Maintains confidentiality of information regarding students, staff, parents and school issues.
    26. Provides a welcoming atmosphere for students, staff, parents and community.
    27. Performs responsibilities in an ethical and professional manner.
    28. Performs other job-related duties as assigned including but not limited to: assisting parents, employees and the public who request service in the Human Resources Department.

    IV. Status:

    FLSA – Non-Exempt

Application Instructions

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