ADMINISTRATIVE ASSISTANT for HUMAN RESOURCES

: JobID: 5238 Position Type: Classified Job Postings/Administrative Assistant Date Posted: 5/3/2024 Location: HUMAN RESOURCES Closing Date: Until Filled 8 HOURS/DAY 260 DAY/12 MONTH CONTRACT TSS Monday-Friday Column H: $15.39/hour + benefits Benefits : Health Insurance employee contribution toward premium for Family $199.52 or Single $60.32 Laramie County School District 1 Job Title: Administrative Assistant Department: Human Resources Work Year: 12 Months Revised Date: May 2024 FLSA Status: Non-Exempt Salary Schedule: TSS-260/Grade H SUMMARY : This position is responsible for providing a variety of administrative support to the Assistant Superintendent and Program Administrator of Human Resources. They will establish and maintain department records, coordinate, and prepare documents, create, and maintain spreadsheets and databases, complete employment verification requests, schedule meetings, coordinate assigned projects, provide information to the public regarding department/district policies/procedures, route/direct public, and staff to the appropriate resource for assistance. This position is housed in the LCSD1 Administration Building. They will be responsible for greeting and directing visitors, responding to inquiries from staff, the public, parents, students, etc. ESSENTIAL DUTIES AND RESPONSIBILITIES : To perform this job successfully, an individual must be able to perform each essential duty/function 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. Job Tasks Descriptions

• Conducts all background screenings for New hires and District Volunteers (BIS and DFS).

• Annual update of Salary documentation of Certified employees

• Greets public, parents, students, vendors, etc. to respond to inquiries and/or escorting/directing them to appropriate personnel. Maintains the operator phone for the district, routes calls to appropriate departments, and provides high level customer service to all callers. Answers multiline telephone system to screen and transfer calls, responding to inquiries and/or taking messages.

• Creates Personnel actions and employee master for classified new hires. Coordinates with Onboarding specialist. Also assists with Personnel action for certified position changes.

• Assists the HR Staff to complete employment verification requests, distributing a variety of items within the site (e.g., mail, calendars, newspapers, messages, application packets/HR forms, etc.), and scanning/filing employee files.

• Orchestrates the negotiation process by scheduling the meetings, ordering food and supplies, and documenting changes to the negotiated agreements; prepares the draft agreements.

• Assists HR On boarding Specialist with Recruiting,Onboarding,Evaluation Software. Including processing and input into all systems involved.

• Coaches and advises student staff. Provides leadership to the student staff to accomplish tasks, scanning paperwork, and answering calls.

• Processes a variety of documents and materials (e.g., staff mail, bulk mailings, etc.) to disseminate information in compliance with program, district, state, and/or federal requirements.

• Maintains materials and information within reception area (e.g., notices, application packets, HR forms, etc.) to provide information to employees and visitors.

• Diffuses situations (via the phone, email, or in person), offer suggestions/resolution when possible, and/or directing to appropriate personnel for resolution.

• Serves as the back-up to the HR Onboarding Specialist for internal job postings, workflow, and new employee onboarding.

• Performs other duties as assigned.

EDUCATION AND RELATED WORK EXPERIENCE :

• 2-5 years' experience in human resources, office management, or similar field, required
• High school diploma, or equivalent, required

LICENSES, REGISTRATIONS or CERTIFICATIONS :

• Criminal background check required for hire.

TECHNICAL SKILLS, KNOWLEDGE, & ABILITIES :

• Advanced oral and written communication skills
• Basic math skills
• Adapts easily to changing work standards
• Ability to provide high levels of customer service
• Ability to multitask, answer phones, and maintain a level of professionalism
• Critical thinking and problem-solving skills
• Attention to detail
• Knowledge of internet recruiting, web-based databases, preferred
• Ability to manage multiple tasks and priorities with frequent interruptions
• Ability to keep up-to-date technically and apply new knowledge to your job. Includes adapting to and mastering new system applications and processes as implemented by the district or department
• Ability to work cooperatively with other departments to solve problems
• Ability to schedule meetings, activities, or trainings as they relate to the job
• Ability to use pertinent software applications, manage and maintain accurate records, and plan and manage projects
• Ability to maintain confidentiality in all aspects of the job
• Ability and willingness to adhere to attendance expectations and to follow district procedures for absence reporting
• Ability to promote and follow Board of Trustees policies, District policies, and building and department procedures
• Ability to communicate, interact, and work effectively and cooperatively with all people including those from diverse ethnic and educational backgrounds
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate/required safety equipment, and report unsafe conditions to the appropriate administrator

MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE :

• Operating knowledge of and experience with personal computers and peripherals
• Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, etc.
• Operating knowledge of and experience with office productivity programs, such as Microsoft Office Suite, E-mail, etc.
• Operating knowledge of district information technology systems and department-specific software and equipment required within 3 months after entering position

REPORTING RELATIONSHIPS & DIRECTION/GUIDANCE : POSITION TITLE Reports to: Assistant Superintendent of Human Resources POSITION TITLE # of EMPLOYEES Direct reports: Student Office Assistants 2-3 BUDGET AND/OR RESOURCE RESPONSIBILITY :

• This position has no budget responsibility

PHYSICAL REQUIREMENTS & WORKING CONDITIONS : The physical demands, work environment factors, and mental functions 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. VISION DEMANDS: Required No special vision requirements. X Close vision (clear vision at 20 inches or less) Distance vision (clear vision at 20 feet or more) Color vision (ability to identify and distinguish colors) Peripheral vision Depth perception Ability to adjust focus NOISE LEVEL: Exposure Level Very quiet Quiet Moderate X Loud Very Loud HIRING MANAGER: Jen Brownhill Title: HR Asst Director Phone: View phone number on us.fitly.work JobID: 5238 Position Type: Classified Job Postings/Administrative Assistant Date Posted: 5/3/2024 Location: HUMAN RESOURCES Closing Date: Until Filled 8 HOURS/DAY 260 DAY/12 MONTH CONTRACT TSS Monday-Friday Column H: $15.39/hour + benefits Benefits : Health Insurance employee contribution toward premium for Family $199.52 or Single $60.32 Laramie County School District 1 Job Title: Administrative Assistant Department: Human Resources Work Year: 12 Months Revised Date: May 2024 FLSA Status: Non-Exempt Salary Schedule: TSS-260/Grade H SUMMARY : This position is responsible for providing a variety of administrative support to the Assistant Superintendent and Program Administrator of Human Resources. They will establish and maintain department records, coordinate, and prepare documents, create, and maintain spreadsheets and databases, complete employment verification requests, schedule meetings, coordinate assigned projects, provide information to the public regarding department/district policies/procedures, route/direct public, and staff to the appropriate resource for assistance. This position is housed in the LCSD1 Administration Building. They will be responsible for greeting and directing visitors, responding to inquiries from staff, the public, parents, students, etc. ESSENTIAL DUTIES AND RESPONSIBILITIES : To perform this job successfully, an individual must be able to perform each essential duty/function 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. Job Tasks Descriptions

• Conducts all background screenings for New hires and District Volunteers (BIS and DFS).

• Annual update of Salary documentation of Certified employees

• Greets public, parents, students, vendors, etc. to respond to inquiries and/or escorting/directing them to appropriate personnel. Maintains the operator phone for the district, routes calls to appropriate departments, and provides high level customer service to all callers. Answers multiline telephone system to screen and transfer calls, responding to inquiries and/or taking messages.

• Creates Personnel actions and employee master for classified new hires. Coordinates with Onboarding specialist. Also assists with Personnel action for certified position changes.

• Assists the HR Staff to complete employment verification requests, distributing a variety of items within the site (e.g., mail, calendars, newspapers, messages, application packets/HR forms, etc.), and scanning/filing employee files.

• Orchestrates the negotiation process by scheduling the meetings, ordering food and supplies, and documenting changes to the negotiated agreements; prepares the draft agreements.

• Assists HR On boarding Specialist with Recruiting,Onboarding,Evaluation Software. Including processing and input into all systems involved.

• Coaches and advises student staff. Provides leadership to the student staff to accomplish tasks, scanning paperwork, and answering calls.

• Processes a variety of documents and materials (e.g., staff mail, bulk mailings, etc.) to disseminate information in compliance with program, district, state, and/or federal requirements.

• Maintains materials and information within reception area (e.g., notices, application packets, HR forms, etc.) to provide information to employees and visitors.

• Diffuses situations (via the phone, email, or in person), offer suggestions/resolution when possible, and/or directing to appropriate personnel for resolution.

• Serves as the back-up to the HR Onboarding Specialist for internal job postings, workflow, and new employee onboarding.

• Performs other duties as assigned.

EDUCATION AND RELATED WORK EXPERIENCE :

• 2-5 years' experience in human resources, office management, or similar field, required
• High school diploma, or equivalent, required

LICENSES, REGISTRATIONS or CERTIFICATIONS :

• Criminal background check required for hire.

TECHNICAL SKILLS, KNOWLEDGE, & ABILITIES :

• Advanced oral and written communication skills
• Basic math skills
• Adapts easily to changing work standards
• Ability to provide high levels of customer service
• Ability to multitask, answer phones, and maintain a level of professionalism
• Critical thinking and problem-solving skills
• Attention to detail
• Knowledge of internet recruiting, web-based databases, preferred
• Ability to manage multiple tasks and priorities with frequent interruptions
• Ability to keep up-to-date technically and apply new knowledge to your job. Includes adapting to and mastering new system applications and processes as implemented by the district or department
• Ability to work cooperatively with other departments to solve problems
• Ability to schedule meetings, activities, or trainings as they relate to the job
• Ability to use pertinent software applications, manage and maintain accurate records, and plan and manage projects
• Ability to maintain confidentiality in all aspects of the job
• Ability and willingness to adhere to attendance expectations and to follow district procedures for absence reporting
• Ability to promote and follow Board of Trustees policies, District policies, and building and department procedures
• Ability to communicate, interact, and work effectively and cooperatively with all people including those from diverse ethnic and educational backgrounds
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate/required safety equipment, and report unsafe conditions to the appropriate administrator

MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE :

• Operating knowledge of and experience with personal computers and peripherals
• Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, etc.
• Operating knowledge of and experience with office productivity programs, such as Microsoft Office Suite, E-mail, etc.
• Operating knowledge of district information technology systems and department-specific software and equipment required within 3 months after entering position

REPORTING RELATIONSHIPS & DIRECTION/GUIDANCE : POSITION TITLE Reports to: Assistant Superintendent of Human Resources POSITION TITLE # of EMPLOYEES Direct reports: Student Office Assistants 2-3 BUDGET AND/OR RESOURCE RESPONSIBILITY :

• This position has no budget responsibility

PHYSICAL REQUIREMENTS & WORKING CONDITIONS : The physical demands, work environment factors, and mental functions 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. VISION DEMANDS: Required No special vision requirements. X Close vision (clear vision at 20 inches or less) Distance vision (clear vision at 20 feet or more) Color vision (ability to identify and distinguish colors) Peripheral vision Depth perception Ability to adjust focus NOISE LEVEL: Exposure Level Very quiet Quiet Moderate X Loud Very Loud HIRING MANAGER: Jen Brownhill Title: HR Asst Director Phone: View phone number on us.fitly.work