HR Administrative Assistant (Confidential Secretary - HR Front Desk)

Administrative Assistant (Confidential Secretary - HR Front Desk)

The Chester County Intermediate Unit (CCIU) has an opening for an Administrative Assistant within the Human Resources Division of the Chester County Intermediate Unit. This position serves as the primary point of contact for the Human Resources division, providing front desk support, managing communications, and assisting employees with a wide range of HR-related inquiries. The role supports the Director and Assistant Directors of Human Resources by performing confidential administrative and clerical duties, maintaining accurate employee and benefits records, and ensuring timely processing of HR transactions. Strong organizational skills, attention to detail, and the ability to handle sensitive information are essential to supporting efficient division operations.

Location: Educational Service Center (ESC) at 455 Boot Road, Downingtown, PA

Benefits Eligible: Yes

Anticipated start date: Conclusion of hiring process

Schedule: Monday - Friday, 260 days per year (12-month)

Work Hours: 8 AM - 4 PM (includes 30 minute unpaid lunch)

FLSA Status: Non-exempt

Salaried or Hourly: Hourly

Rate: 2026 - 2027 Hourly Rate $24.30 - $30.30 Confidential Secretary, Level 10 *Placement on salary level is commensurate with direct related experience

Qualifications:

• Education and Experience High school diploma required. Bachelor's degree preferred. 1-2 years' experience working in an administrative role. Basic proficiency with Microsoft Office products (Outlook, Word, and Excel)
• Skills and Abilities Language Skills a. Ability to write reports and complete documents that conform to prescribed style and format. b. Ability to effectively present information and respond to questions from supervisors, co-workers, and the general public. c. Ability to respond to common inquiries or complaints from internal and external customers Mathematical Skills a. Ability to apply basic mathematical concepts in the performance of routine assignments. Reasoning Ability a. Ability to define problems, establish facts, and draw valid conclusions. b. Ability to interpret technical instructions and regulations c. Ability to apply sound judgment to resolve conflicts and solve problems. Other Skills and Abilities a. Ability to establish and maintain effective working relationships with supervisors, co-workers, and the school community. b. Ability to communicate clearly and concisely.

Essential Job Responsibilities:

• Provide HR front desk support, which entails one-on-one interaction with CCIU employees looking for information and/or support.
• Answer the main telephone line and email address for the department; follow through with internal and external customer requests for services and information.
• Coordinate requests for information and services for all items in the department email, View email address on click.appcast.io.
• Provide routine secretarial duties for Human Resources division including typing, filing, phone coverage, and message taking.
• Create ID badges for new hires and current employees.
• Prepare/complete employment verifications.
• Assist employees by completing employer certification forms for Public Service Loan Forgiveness and Teacher Loan Forgiveness programs in a timely and accurate manner.
• Complete data entry for CCIU's multiple benefit programs to include medical, prescription, dental, vision, Section 125 plans, Health Savings accounts, Flexible Spending Accounts, group life, optional life, long-term disability, opt out, optional general deductions, and employee assistance program.
• Maintain employee medical records files and the CCIU HR system with regard to benefit plan participation.
• Process medical deduction adjustments after each payroll and enter unused deductions or corrections into ADP to ensure accurate benefit accounting. Process benefit invoices or additional benefit deductions for missed pay periods for employees on FMLA leaves of absence.
• Provide administrative support during Open Enrollment, including preparing materials, assisting with employee inquiries, and completing accurate data entry to support timely processing of benefit elections.
• Maintain and update records for the annual Years of Service recognition program and prepare all related documentation and reports.
• Coordinate and process gift ordering for Employee of the Month and Supervisor of the Quarter honorees.
• Coordinate the annual United Way giving campaign for the organization and participate in the annual golf outing.
• Coordinate meeting logistics as requested by reserving conference rooms, communicating with participants, and sending Outlook calendar invitations.
• Process weekly supply orders and purchase orders for supplies using Office Depot's online ordering system, as needed.
• Create PO's and assign ASN's for HR invoices and process for payment.
• Other duties as assigned.

While performing the duties of this job, the employee is frequently required to sit, stand, and walk; to talk and listen; to use hands to handle or feel, and to reach with hands and arms; must occasionally lift and/or move up to 25 pounds; use close vision and the ability to adjust focus; meet deadlines with severe time constraints, interacting with staff and the public, and irregular or extended work hours; and work in an environment with quiet to moderate noise level. This is a smoke-free/drug-free environment. SD Equal Opportunity Employer Chester County Intermediate Unit is an Equal Opportunity Employer. Chester County Intermediate Unit ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Chester County Intermediate Unit has a policy of active recruitment of qualified teachers and non-certified employees. Any individual needing assistance in making application for any opening should contact the Department of Human Resources at View phone number on click.appcast.io.