Executive Secretary - Human Resources

Clerical Support For Human Resources Office

Provide clerical support to ensure the effective and efficient operation of the Human Resources Office while performing all major responsibilities and maintaining accurate, current and confidential records. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications:

Minimum Education/Certification:

High School Diploma or Equivalent

Associate's Degree - preferred

Minimum 40 WPM typing test

Special Knowledge/Skills:

Excellent communication, public relations, organizational and interpersonal skills

Work effectively and collaboratively with District level and school personnel

Follow written and/or oral directions and exercise good judgment

Ability to multi-task numerous complex administrative activities

Work independently as well as in a team setting

Work independently without direct guidance and supervision

Ability to make independent decisions regarding planning, organizing, and scheduling

Proficient computer skills and file maintenance

Ability to use software to develop spreadsheets, perform data analysis, and do word processing

Maintain accurate and auditable records Knowledge of school district organization, operations, and administrative policies

Work Conditions:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting and standing; bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including keyboarding; reaching

Lifting: Lifting and carrying (50 to 70 pounds)

Environment: Must be able to work with frequent interruptions and maintain professional demeanor under stress; must have problem-solving skills; occasional prolonged hours and irregular hours; business casual and/or professional dress required

Travel: Infrequent district-wide travel

Regular attendance is an essential function

Minimum Experience:

Two years of successful experience as an administrative secretary

Major Responsibilities and Duties:

1. Assist Chief HR Officer and other HR Directors as needed.
2. Prepare correspondence, forms, manuals, reports, presentations, and other documents for the Chief HR Officer.
3. Schedule appointments and maintain administrator calendars as needed.
4. Answer phones, route messages, and schedule
5. Respond to emails in a timely manner.
6. Conduct criminal background checks and check TRS status for new applicants.
7. Process the TEA fingerprint list daily.
8. Maintain DPS subscriptions.
9. Process assigned area of professional hiring requests, new hire onboarding, and professional resignations.
10. Prepare unemployment claim documentation.
11. Obtain information required for open records requests.
12. Maintain office copy machines.
13. Make travel arrangements including making hotel reservations and turning in conference registration forms.
14. Maintain accurate records for financial details in regards to budgetary items and expenditures.
15. Maintain and distribute personnel requisitions.
16. Maintain a physical filing system as well as a system for any confidential staff information.
17. Maintain a digital filing system and upload required information into the district database.
18. Organize meetings, trainings, and special Including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
19. Process requisitions for purchase orders and maintain supplies as needed.
20. Maintain and reconcile purchasing card charges and information.
21. Enter vouchers for payments.
22. Maintain confidentiality of information.
23. Follow district safety protocols and emergency procedures.
24. Comply with state, district, and school regulations and policies for classroom teachers including the Texas Educator Code of Ethics
25. Perform such other tasks and accept such other responsibilities as may be assigned.