Position Description
POSITION TITLE: Administrative Assistant to the Assistant Superintendent for Human Resources
Department: Human Resources
Reports To: Assistant Superintendent for Human Resources
SUMMARY: Serves as Administrative assistant to the
Assistant Superintendent for Human Resources. Coordinates other office services
and ensures the smooth and efficient operation of the Human Resources office.
Assists and relieves administrative supervisor of paperwork and impediments so
that maximum attention may be devoted to central problems of education and
educational administration.
ESSENTIAL
DUTIES AND RESPONSIBILITIES:
Other duties may be assigned.
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Performs the usual office
routines and practices such as receiving incoming calls and typing reports.
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Processes employment applications
for classified, teaching and substitute employees.
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Maintains confidential files for
all District employees including personnel and medical files.
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Maintains file for approved substitute
teachers and distributes listing to principals.
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Utilizes computers and databases
for up-to-date employee information.
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Maintains files of applications
for all district openings.
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Corresponds with applicants and
sends letters to those not chosen for employment.
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Receives, completes, and routes
recommendations for employment until they are complete. Verifies contract and certification status
for certified personnel. Applies for
out-of-field permits for employees not certified in area of employment.
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Sends new employee packets and
assists Benefits Coordinator with new employee enrollment, status changes, name
changes, address changes, etc.
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Works with payroll supervisor to
correctly establish years of service and salary status for employees.
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Provides salary schedules to
current and new employees
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Maintains files and data
necessary for reports as imposed by federal and state agencies, EEOC, Title IX.
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Maintains a regular filing system
as well as confidential files. Ensures
that current contracts, salary addendum, current certificates, etc. are on file
for each employee
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Keeps assistant superintendent's
interruptions to a minimum by answering routine personnel related questions.
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Processes incoming and outgoing
correspondence on a daily basis and drafts correspondence as appropriate.
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Verifies employment information;
works with Employment Security Commission/Job Service concerning unemployment
claims.
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Gathers data, compiles reports
and updates daily list of District 50 vacancies. Maintains current list of new employees and
resignations for current school year.
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Maintains daily report to present
to Board of Trustees monthly concerning new employees, resignations, transfers,
and leaves of absences.
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Contacts newspapers to place
advertisements and/or prepares mailings as appropriate concerning job vacancies
to schools, colleges/universities to announce job openings in the district and
to solicit applications.
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Accepts and distributes vacancy
announcements from other districts, agencies or colleges.
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Issues yearly contracts and
letters of intent for 1000+ employees.
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Schedules recruiting trips,
requisitions registration fees, and arranges accommodations when necessary.
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Prepares materials, posters,
brochures, etc. for recruiting trips.
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Corresponds by phone and letter
with applications from recruiting trips and provides additional information as
requested. Corresponds by letter with
employees assisting with recruiting events.
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Maintains minority applicant data
for use in recruitment to fulfill board or governmental requirements.
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Maintains Policy Manual and under
direction of supervisor, edits and supplies any necessary policy changes to the
Board of Trustees. Keeps abreast of
policies relating to personnel matters.
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Types
agenda, minutes and maintains appropriate files for Teacher Council.
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Prepares reports and gathers data
concerning holiday/vacation schedules for schools and district office.
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Provides information via phone or
computer to Certification Office concerning employee certification
status or coursework.
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Provides information and
materials concerning NTE testing dates and workshops.
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Works with colleges and district
cooperating teachers in the placement of student teachers and practice
teachers.
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Receives and maintains files on
salary review requests. Schedules
meetings with Salary Review Committee and provides salary information for
review by committee.
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Receives and processes all
correspondence concerning shared leave, schedule committee meetings, maintain
database, and work with payroll on data.
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Maintains PCS system on a daily
basis.
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Maintains CSI system on a daily
basis.
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Processes new hire reporting
every 15 days.
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Maintains file and database on
BBP training/injections for all employees, subs, coaches, etc. and , provides reporting to nurses on a weekly basis for BBP
injections.
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Completes SLED reporting on all
employees and substitutes.
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Maintains file and database for
TB verification for all employees and subs.
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Provides clerical assistance to
superintendent as requested.
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Prepares materials, arranges
meeting places, and sends flyers for workshops.
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Handles coursework for
recertification, receiving transcripts, verifying with SDE and employees for
renewal, maintaining coursework on database.
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Performs all duties as assigned
by the Assistant Superintendent for Human Resources and other duties that will
ensure the smooth and efficient operation of the school district and Human
Resources department.
SUPERVISORY
RESPONSIBILITIES:
None
QUALIFICATION
REQUIREMENTS: To perform this job successfully, an
individual must be able to perform each essential duty satisfactorily. The requirements listed below are
representative of the knowledge, skill, and/or ability required. Reasonable
accommodations may be made to enable individuals with disabilities to perform
the essential functions.
EDUCATION
and/or EXPERIENCE:
High School Diploma or GED and 8
years experience; or Associates degree in secretarial science and 4 years
experience; or BS degree in business education and secretarial science. Must be able to effectively deal with the public and staff both in
person and on the phone.
LANGUAGE
SKILLS:
Ability to read, analyze,
and interpret general business periodicals, professional journals, technical
procedures or governmental regulations. Ability to write routine reports and
correspondence. Ability to respond to
common inquiries or complaints from customers, regulator agencies or members of
the business community.
MATHEMATICAL
SKILLS:
Ability to add, subtract,
multiply, and divide in all units of measure, using whole numbers, common
fractions, and decimals.
REASONING
ABILITY:
Ability to deal with problems involving
a variety of concrete variables in standardized situations.
OTHER
SKILLS and ABILITIES:
Ability to pass a District typing
test. Ability to operate a personal
computer and related software. Ability
to develop effective working relationships with students, staff and the school
community. Ability to communicate clearly and concisely, both orally and in
writing. Ability to perform duties with
awareness of all district requirements and the Board of Education policies.
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.
While performing the duties of this job,
the employee is regularly required to stand, walk, sit and talk or hear. The employee is occasionally required to
reach with hands and arms. The employee must
occasionally lift and/or move up to 10 pounds. Specific vision abilities
required by this job include close vision, distance vision and peripheral
vision. Employee must have the ability to tell where a sound is coming from and
distinguish between bells, buzzers, beeps, etc.
WORK ENVIRONMENT: The work environment
characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
The noise level in the work environment
is usually quiet. The employee is continuously interacting with the public and
staff.
The information contained in this job description is
for compliance with the Americans with Disabilities Act (A.D.A.) and is not an
exhaustive list of the duties performed for this position. Additional duties are performed by the
individuals currently holding this position and additional duties may be
assigned.