Administrative Assistant of Human Resources

Job Title

Organize and manage the routine work activities of the personnel office and provide clerical services to the Director of Personnel Services and other staff members.

Qualifications

Education / Certification

High school diploma or GED

Special Knowledge / Skills

Proficient skills in keyboarding, word processing and file management

Excellent communication and interpersonal skills

Basic math skills

Must possess a high level of proficiency in all Microsoft Office products

Ability to use personal computer and software to develop spreadsheets and databases and do word processing

Ability to analyze information to determine reasonableness and relevance to other departments

Ability to coordinate many tasks simultaneously

Maintain strict confidentially

Experience

Three years of secretarial experience, preferably in a public education environment

Major Responsibilities and Duties

Records, Reports and Correspondence

1. Prepare correspondence, forms, manuals, schedules, contracts and reports for the Director of Personnel Services and other department staff members, using personal computer.

2. Prepare recruitment and new-hire packets.

3. Assist with the input and maintenance of information in employee database.

4. Prepare and distribute employment contracts.

5. Process and receive criminal history record information, references and other application materials for all district employees and events.

6. Compile pertinent data as needed when preparing various federal, state and local reports, including EEOC and Texas Employer New Hire Report.

7. Maintain physical and computerized departmental files.

Accounting

8. Perform routine bookkeeping tasks, including simple arithmetic operations, for the department.

9. Assist with the preparation and maintenance of Personnel Services Department budget.

10. Purchase supplies for the department using established State and Dayton ISD purchasing policies and laws, including office supplies, supplies for various events throughout the year, recruiting, travel/hotel arrangements, etc.

Other

11. Answer and respond to incoming calls, take reliable messages and route calls to appropriate staff.

12. Greet visitors and assist employees and applicants with completing publications and required paperwork.

13. Maintain a schedule of appointments, assist with scheduling and set up of interviews and meetings.

14. Assist with applicant testing.

15. Make travel arrangements for department.

16. Process job fair registrations, including all travel and hotel arrangements.

17. Prepare materials and pack necessary items for job fairs.

18. Maintain current job posting.

19. Assist with various events throughout the year, including, but not limited to, Wall of Fame/Teacher of the Year banquet, Employee end of year banquet, convocation, etc.

20. Schedule, process, prepare for and assist with Substitute Teacher Training.

21. Prepare employees and substitute teacher information to be presented to the Board of Trustees, monthly as needed.

22. Maintain employee and substitute teacher records in sub-finder software (Aesop).

23. Provide Aesop help desk support to staff and substitute teachers.

24. Receive, sort and distribute mail and other documents to department staff.

25. Create, gather and/or prepare all supplies/materials for recruiting.

26. Maintain strict confidentiality at all times.

27. Attendance is an essential job function.

28. Other duties as assigned.

Working Conditions

Mental Demands / Physical Demands / Environmental Factors: Maintain emotional control under stress; high stress and fast-paced; work with frequent interruptions; repetitive hand motions; prolonged use of computer; some district-wide travel.

Dayton Independent School District