Administrative Clerk (Human Resources)

Administrative Clerk (Human Resources)

Passaic, New Jersey

Qualifications:

• At least a high school diploma or equivalent.
• At least three (3) years of secretarial work experience.
• Demonstrate excellent keyboarding skills, general bookkeeping skills, organizational and filing skills, and the ability to use computers and other electronic equipment for word processing, data management, information retrieval, visual presentation, and telecommunications.
• Knowledge of modern office practices, procedures and equipment; computer programs; Business English, spelling, grammar, and arithmetic; letter and report writing and proof reading; filing systems; proper receptionist and telephone etiquette and techniques; and budgeting procedures.
• Excellent communication, collaboration, organization, and outreach skills.
• Required criminal history background check and proof of U.S. citizenship or legal registered alien status.

Reports To:

Coordinator of Human Resources, Benefits Manager, Human Resources Manager

Performance Responsibilities:

1. Establish and promote high standards and expectations for excellent performance.
2. Hold confidential, all aspects of the job designated confidential.
3. Assist the Human Resources administration with the following:
• Process appointments and new hires. Enroll them in the residency program if applicable.
• Process and prepare personnel transaction forms and letters for all terminations, suspensions, and reassignments and prepare letters for the individuals.
• Process all non-tenured and tenured evaluations for all district employees and ensure they are placed in their personnel files.
• Prepare non-renewals and withholding of increment letters.
• Track all outgoing actions, memos and transfer requests that are either sent out or received in the Division of Human Resources.
• Assist in the state audit of all employee files.
• Assist with negotiations and confidential employee bargaining issues within the scope of secretarial duties.
• Process retirement and resignation letters.
• Maintain official attendance records for all district employees and substitute. Maintain vacation time for 12month staff and send notice reminders.
• Gather and complete information for Certificated and Non-Certificated staff.
• Update personnel data with all transaction changes.
• Post available positions.
• Enroll employees in appropriate pension and benefit plans and maintain respective records.
• Assist with the workers compensation program.
• Assist with preparing the personnel section of the board agenda.
• Maintain an efficient and well-organized data collection and filing systems, including confidential files.
• Greet visitors and answer telephone calls in a pleasant and efficient manner and communicate effectively in routine, sensitive, and confidential matters.
• Assist the administrator in the preparation of reports and documents by gathering and organizing data, performing research, creating graphics and displays, using word processing, and data management.
• Arrange meeting details, prepare agendas and materials, and handle follow-up activities.
• Maintain financial records for the accounts and budgets assigned to the office, preparing and monitoring purchasing tasks, and performing other bookkeeping tasks.
• Obtain and maintain copies of all necessary and required documents, records and forms.
• Create forms, compile and organize data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the administrator's responsibilities.
• Order and maintain office supplies and provide for the maintenance and repair of equipment.
• Work cooperatively with the staff in other offices with the completion of large or time sensitive projects or emergencies.
• Demonstrate willingness to assist and/or substitute for other clerical staff as needed and/or requested.
• Recommend to the administrator improvements needed in office procedures or operations.
• Participate in staff meetings and serve, as appropriate, on staff committees.
• Continue to grow professionally through collaboration with colleagues and professional growth experiences.
• Protect confidentiality of records and information gained as part of exercising professional duties and use discretion in sharing such information within legal confines.
• Display ethical and professional behavior in working with everyone who communicates or is associated with the office.
• Adhere to New Jersey school law, State Board of Education rules and regulations, Board of Education policies and regulations, and contractual obligations.
• Perform all other duties as required by law, code, or Board policy.
• Perform such other tasks and assume such other responsibilities as the administrator or supervisor may assign from time to time and not otherwise prohibited by law or regulation.

Terms of Employment:

1. Twelve (12) months.
2. Contract terms, salary, and benefits as established by the collective bargaining agreement.
3. Conditions established by laws and codes of New Jersey; and policies, rules, and regulations established by the Passaic Board of Education.
4. Tenurable.

Evaluation: Evaluated by the Coordinator of Human Resources, Benefits Manager, or Human Resources Manager

Approved: December 21, 2015