Administrative Assistant lll – HR

Administrative Assistant III - HR

Under moderate supervision, organize and manage the routine work activities of the Human Resource Services office and provide clerical support to the Chief Human Resources Officer and other staff members.

Education/Certification:

• High school diploma or GED
• Associate's degree preferred

Special Knowledge/Skills:

• Proficient skills in keyboarding, data entry, word processing, and file maintenance
• Ability to use software to develop spreadsheets and databases and perform word processing
• Ability to prioritize workflow to address the multiple needs of the supervisor or department
• Ability to multi-task numerous complex administrative activities
• Basic math skills
• Effective organizational, communication, and interpersonal skills

Experience:

• Three (3) years of clerical/secretarial experience
• Experience in an educational setting preferred

Major Responsibilities and Duties:

Clerical Support:

• Maintain a schedule of appointments and assist with scheduling interviews and meetings.
• Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
• Make travel arrangements including hotel reservations and conference registration forms.
• Organize and manage routine office activities and prioritize special assignments.
• Receive, sort, and distribute mail and other documents to department staff.
• Enter work orders for the department.
• Maintain and order office supplies and equipment as needed.

Records, Reports, and Correspondence:

• Prepare correspondence, forms, manuals, schedules, and reports for the Chief Human Resources Officer and other department staff members.
• Process and receive criminal history record information, references, and other application materials.
• Assist with maintenance of information in the employee database.
• Compile, maintain, and file all reports, records, and other required documents, including preparation of various federal, state, and local reports.

Budgeting/Bookkeeping:

• Perform routine bookkeeping tasks and maintain department budget records.
• Prepare and process department purchase orders and payment authorizations.

Other:

• Answer and respond to incoming calls, take reliable messages, and route them to appropriate staff.
• Greet visitors and assist employees and applicants with completing applications and required paperwork.
• Take employee and contractor badge photos and maintain the badging system.
• Maintain confidentiality regarding student and coworker information and as required by FERPA.
• Follow district safety protocols and emergency procedures.

Supervisory Responsibilities: None.

Mental Demands / Physical Demands / Environmental Factors:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (typically less than 15 pounds)
• Environment: May work prolonged or irregular hours; occasional district-wide travel
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.