Administrative Assistant

Human Resources Administrative Assistant

Turn your data management skills into an opportunity to support organizational success! We are seeking a detail-oriented, organized and service focused professional to support our Human Resources team. Bring your administrative expertise and passion for helping people. Apply today and become part of our mission of helping children learn!

Work Schedule: 12 months, Monday to Friday, In person Minimum Starting Salary: $ 29,000 Negotiable at the time of job offer.

Position Definition: The Human Resources Administrative Assistant (Board/Database/Records) will provide secretarial services to the Human Resources Department, working primarily with the Human Resources Database, and Board Documents.

Reports To: Assistant Director of Human Resources

Qualifications:

• Education/Experience: High school diploma or GED, required. Minimum one (1) year of secretarial experience, preferred. Two to three (2-3) years' database integrity, including data collection, entry, and report generation experience, required.
• Skills/Knowledge: Demonstrates advanced computer skills, including a thorough knowledge of Windows and the Microsoft Office Suite and proficient use of departmental computer software. Demonstrates the ability to work in a team environment. Demonstrates secretarial skills to effectively use office equipment, including, but not limited to, phone system, fax machine, copier, scanner, computer, and calculator. Demonstrates the ability to maintain complete confidentiality. Demonstrates excellent interpersonal skills, including patience, understanding, and congeniality. Demonstrates excellent oral and written communication skills. Demonstrates the ability to organize, plan, and manage job responsibilities in order to complete assignments with minimal supervision. Demonstrates the ability to complete tasks with attention to detail and accuracy. Attends work regularly during assigned work hours subject to lawful leave rights and responsibilities.

Functions/Duties/Responsibilities: To perform this job successfully, an individual must be able to perform each essential function/duty/responsibility at acceptable standards. In accordance with both state and/or federal law, reasonable accommodations will be considered upon employee request. Essential: Provides secretarial services to the Human Resources Department, including, but not limited to, word processing, data entry, data tracking, document development, copying, scanning, report creation, document mailing, and filing. Develops and maintains the Human Resources Database in accordance with departmental protocols. Responsible for collection, accuracy, and entry of the information for the Personnel section of the Board Agenda/Addendum monthly in accordance with departmental protocols. Prepares and mails Board letters and contracts monthly in accordance with departmental protocols. Transfers current Board Agenda to searchable file. Responsible for the accuracy and integrity of the Human Resources Database, including updating and maintaining confidential information in regard to employment. Conducts monthly quality checks of HRIS Database, following the monthly Board meeting, using the report feature. Responsible for the creation and running of employee reports, as requested by administration. Creates personnel folders after the monthly Board meeting, in accordance with departmental protocols. Maintains organized personnel folder system, in accordance with departmental protocols.

Creates and distributes reports from Human Resources Database on a monthly basis, including, but not limited to, seniority reports, supervisor reports, ESPA, CLEA, etc. Completes all annual functions regarding the work calendar maintenance in accordance with departmental protocols. Updates the work calendar database following fiscal rollover in a timely manner to ensure contractual days are accurate. Ensures work calendars are current throughout the fiscal year by utilizing quality checks and employee/supervisor reminders. Completes employment verifications in accordance with department protocols. Responsible for record retention of terminated employee files to include preparation for scanning. Maintains accurate written processes of tasks and responsibilities. Satisfactorily performs/carries out all functions/responsibilities/tasks as assigned by Human Resources Administrator or Human Resources guidelines and/or procedures. Answers Human Resources phones. Cooperates and teams with other members of Human Resources Department to offer quality services. Cooperates and teams with other CLIU #21 departments to maintain efficient electronic Human Resources records. Maintains physical and electronic filing systems in accordance with departmental protocols. Ability to learn, apply, and follow CLIU #21 and Human Resources Department procedures, policies, and protocols efficiently and accurately. Secondary: Assists the Administrative Assistant to the Director of Human Resources. Assists the Human Resources Administrative Assistant - Absences, which includes daily absences, placement of substitute, and medical notes. Greets and routes visitors and processes daily mail, resignation/retirement letters, data reports, Board Agenda submissions, Human Resources Administrator needs (letters, agendas, meetings), and conference room bookings. Acts as backup for the following tasks: processing Human Resources departmental mail, Reasonable Assurance Letters, and Facilities Tracker. This Job Description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform other duties as assigned.