Secretary to Human Resources @ HR Department

Secretary to Human Resources @ HR Department

To assist and relieve administrative supervisor of paperwork and impediments so that he/she may devote maximum attention to the central problems of Human Resources. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public. To contribute to the smooth and efficient operation of the Human Resources Department.

Qualifications

Education/Certification:

• High school diploma or GED
• Must have an Associate's Degree or have a minimum of 48 semester hours of higher education coursework or pass a district test

Special Knowledge/Skills:

• Knowledge of school district organization, operations, and administrative policies
• Ability to read and comprehend instructions, correspondence, and memos
• Ability to make independent decisions regarding planning, organizing, and scheduling
• Excellent public relations, organization, communication, and interpersonal skills
• Ability to use software to develop spreadsheets, perform data analysis, and do word processing
• Ability to multi-task numerous complex administrative activities

Experience:

• Three (3) years of advanced secretarial experience with extensive contact with people, five (5) years preferred

Major Responsibilities and Duties

Clerical Support

• Handle all clerical duties for associate superintendents and directors.
• Handle purchase orders for department recruiting materials ordered from outside vendors, check requisitions for all travel advances, travel reimbursements, conference and job fair registrations, memberships and advertising.
• Update and order personnel documents from the Print Shop and outside vendors.
• Perform duties of the Human Resources receptionist as needed and assists in his/her training.
• Prepare correspondence, forms, manuals, reports, notices, presentations, and other documents for the Human Resources Department as needed.
• Schedule appointments and maintain the Associate Superintendents' and Directors' calendars.
• Maintain a regular filing system, as well as a set of confidential files, and processes incoming correspondence as instructed.
• Assist in organizing materials and facilities for meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
• Open and process mail for Human Resources and notarizes documents as needed.

Reception and Phones

• Place, receive, and screen incoming calls for Executive Director and Directors.
• Correspond with applicants as directed by the associate superintendents or directors.
• Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to appropriate department or administrator.

Policy, Reports, and Correspondence

• Maintain security checks and current information concerning applicants.
• Compile pertinent data used to prepare various required state and local reports.
• Prepare purchase orders and payment authorizations as directed.
• Compile, maintain, and file all reports, records, and other documents as required.

Other

• Schedule all airline, hotel and car rental reservations and other arrangements for all out-of-state and local recruiting trips.
• Work with the district graphic artist in creating publications which are used for recruiting and advertisements.
• Comply with policies established by federal and state laws and regulations, and local board policy.
• Handle verification and payment for student teachers and mentor program.
• Maintain confidentiality and assist administrators in locating applications.
• Follow district safety protocols and emergency procedures.
• Maintain an appropriate level of technology competence to meet the current and future needs of Alief.
• Implement alternative methods of instruction as needed.
• Perform other duties as assigned.

Supervisory Responsibilities: None

Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of Non-Instructional Paraprofessional Personnel.

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

Posture: Prolonged sitting; occasional kneeling/squatting, bending/stooping, pushing pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Moderate lifting and carrying (up to 15 pounds); May require occasional heavy lifting and carrying (15-45 pounds)

Environment: May work prolonged or irregular hours; frequent districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Hiring administrators review applications, interview, and recommend for hire.

Calendar Days: 235

Pay Grade: CSP6

2026-2027 Salary Range Min. $42,234 Mid. $50,431 Max. $58,633 (Based on previous experience)

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.