Administrative Secretary - Human Resources (255 days / 8 hrs)

Position Type:
Secretarial/Clerical/Secretary

Date Posted:
6/3/2026

Location:
District Office

Date Available:
08/03/2026

Closing Date:
Open Until Filled


JOB DESCRIPTION

TITLE: ADMINISTRATIVE SECRETARY - HUMAN RESOURCES
REPORTS TO: EXECUTIVE DIRECTOR OF HUMAN RESOURCES
TERMS OF EMPLOYMENT: 12 MONTHS

SALARY RANGE: SALARY SCHEDULE D


$26.73 - $37.61 EMPLOYER/EMPLOYEE PAID
$22.28 - $31.35 EMPLOYER PAID PERS


BENEFITS: Nevada State Public Employees Retirement System (PERS)
Employer paid Medical, Dental, Vision and Life Insurance
No State Tax
FLSA STATUS NON-EXEMPT

SUMMARY OF POSITION
Under the guidance of the Executive Director of Human Resources, provides support of a confidential nature to the delivery of human resource services with specific responsibility for supporting department staff; providing information to applicants and employees; maintaining clerical and financial records; and completing assigned projects and tasks.


RESPONSIBILITIES AND ESSENTIAL FUNCTIONS
Assists with employment process (e.g. posting job announcements, callbacks, scheduling interviews, entering information into computer, maintaining current applications, assisting with applicant searches, notification, new teacher orientation/induction, career fairs, etc.) for the purpose of meeting district staffing requirements while complying with established guidelines.

Receive, process, screen and evaluate applications, transcripts, hire and transfer requests for minimum qualifications and compliance with job requirements for the purpose of verifying applicant and employee eligibility, employment, work experience, certification and background information.

Review, process, evaluate and audit employee qualifications, including monitoring certificated employee credentials for expiration dates, assisting with credential applications and renewals for the purpose of ensuring certificated employee hold valid and appropriate credentials and related documentation in accordance with established standards, laws and regulations.

Receive, review, evaluate, verify and process credential applications and related college transcripts, records and documents and request additional documentation and follow up on credentials as needed for the purpose of determining eligibility for credentials according to established requirements.

Initiate and process all employee paperwork and prepare information related to fingerprinting, physical examinations, tuberculosis testing, payroll and benefits; distribute, collect and file various employment forms and applications.

Assist with calculating and placing employees on the appropriate step, range and salary schedule; participate in the preparation and processing of employment contracts; monitor and process payroll change forms for step increases when necessary; notify appropriate departments of new hires and distribute paperwork for the purpose of assuring employees are paid at proper levels.

Prepare monthly Board items that include routine personnel transactions for the purpose of keeping board members and the public informed of staff changes.

Work closely with payroll to verify personnel salaries and stipends and to notify annually all employees regarding salary placement for the school year, total salary, days of paid leave on record, units accumulated through additional coursework for the purpose of ensuring accurate salary schedule placement and having a means of resolving any salary discrepancies or problems that may arise.

Research, compile, assemble, evaluate, input, update and access a variety of records and information in assigned computer systems, initiating queries, generating lists forms and reports as requested for the purpose of ensuring accuracy of personnel input and output data.

Assist in collecting salary information and comparing job descriptions from other school districts, identifying critical knowledge, skills, abilities and other characteristics; compare data to current duties, tasks and responsibilities, conducting interviews with employees, subject-matter experts and managers, performing field audits and job observations for the purpose of gathering and analyzing information related to existing duties, tasks and responsibilities for various classifications to make recommendations on salary schedule placement and ensuring internal equity of positions.

Maintain classification and certificated seniority lists for the purpose of ensuring that reductions in force, involuntary transfers, and re-employment are done in accordance with negotiated agreements, district procedures, board policies and administrative regulations, and state laws.

Input, update and access a variety of records and information including personnel files in assigned computer system; generate reports as requested; attend a variety of meetings, conferences and in-service trainings as assigned for the purpose of accurately fulfilling the duties within the HR department.

Maintain evaluation schedules for all employees for the purpose of having evaluations completed and submitted in a timely manner in accordance with contractual deadlines.

Perform a wide variety of responsible personnel and clerical duties related to all staff (e.g., answer telephones, take and relay messages as appropriate; greet and screen visitors; direct callers and visitors to appropriate staff or departments) for the purpose of assisting the HR department and the district office.

Prepare, publish and distribute job announcements; manage advertisements through various means; maintain an online applicant tracking system (Applitrack) and update postings; process and file recruitment and employment materials received, including applications, resumes, transcripts and credential updates and review for completeness and make suggestions or give instructions to applicants to correct errors as necessary, communicating with applicants through each phase of the process for the purpose of assisting the human resources department in attracting a diverse workforce and selecting the most qualified of prospective candidates.

Prepare, maintain, store and retrieve personnel files containing confidential and sensitive information using a systematic, efficient filing system for the purpose of ensuring accurate record keeping.

Prepare contracts and offers of employment for all staff and conduct orientation sessions for new employees, providing information on fingerprinting and tuberculosis risk assessment requirements for the purpose of ensure employees are properly informed of all requirements of being hired into to the district.

Provide information and assistance in person or on the telephone to District personnel, staff and the public regarding a variety of personnel matters (e.g., promotional opportunities, position vacancies, credentialing requirements, examination requirements, personnel regulations, policies and procedures) for the purpose of assisting the HR department in keeping others informed on personnel matters.

Receive and respond to court subpoenas and inquiries from District personnel regarding employment records for the purpose of furnishing requested information in a timely manner.

Complete personnel action forms, update employee personnel files and notify pertinent staff, including payroll, for the purpose of maintaining current information on all employees.

Receive, review, and record trainings, certifications, and work experiences of all employees for the purpose of maintaining an accurate record of required employee qualifications and certifications.

Assist in district and department budget preparation as requested.

Facilitate the District's employee recognition program which includes, but is not limited to, service recognition awards, classified employee of the year, teacher of the year, etc.

Provide backup support in maintaining the District's teacher substitute system and arranging for substitute teachers as needed.

Updates the Human Resource Department's web page information on the District's website.

Perform other related duties as assigned for the purpose of meeting the needs of the human resources department and the District and ensuring the efficient and effective functioning of the work unit.

NON-ESSENTIAL FUNCTIONS
Perform related duties as assigned.

WORK CONTACTS
The position requires frequent contact with administrators, teachers, other district staff, and the general public, to provide and obtain information and to direct, coordinate and manage work activities.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES
Common office clerical terminology, skills, practices, record keeping techniques, filing and information management systems; modern office practices, procedures and equipment; correct English usage, grammar, spelling, punctuation and vocabulary; laws, rules, regulations involved in credentialing, recruitment, hiring and compensation activities; technical aspects of test creation, validation, classification studies, and salary surveys; research methods and report writing techniques; statistical record keeping techniques; oral and written communication skills; interpersonal skills using tact, patience and courtesy; telephone techniques and etiquette; district organization, operations, policies, programs and procedures; pertinent computer software programs such as Microsoft Office - Word, Excel, PowerPoint; Google Docs.

SKILL IN
Using analytical methods and techniques.

Organizing and prioritizing multiple tasks and adhering to deadlines.

Typing, word processing, spreadsheet, and database programs.

Using personnel management software for schools.

ABILITY TO
Exercise confidentiality, tact, diplomacy, and independent judgment in the performance of duties.

Read, interpret, apply, and explain rules, regulations, policies and procedures.

Produce accurate work in a sometimes stressful environment with frequent deadlines.

Work independently without supervision and as a team member.

Communicate clearly and accurately with employees at all levels and through multiple mediums.

Effectively communicate with other agencies and organizations.

Write professional reports, policies and guidelines to support essential functions listed above.

Demonstrate accuracy with online data input for school personnel management.

Establish and maintain high profile, collaborative working relationships across teams, functions and layers with district staff, outside agency representatives, and the general public.

Complete work with many interruptions.

Type at a speed necessary for successful performance (50 WPM).

Operate a computer and related equipment.

Follow oral and written instructions.

Appropriately handle stress and interact with others.

Maintain regular attendance and punctuality.

SUPERVISION RECEIVED
Work is performed under the general supervision of the Executive Director of Human Resources and functions on an independent, responsible level, with accuracy, thoroughness, and timeliness. The Executive Director of Human Resources shall at least annually evaluate the Administrative Secretary - Human Resources' performance.

SUPERVISION EXERCISED
None

CONDITIONS OF WORK
Work is performed under the following conditions:

Exposure to climate controlled office settings to outside weather with temperatures ranging from mild/moderate to extreme cold/heat. May involve exposure to noise levels ranging from moderate to very loud and occasional to frequent time periods. May involve work in crowded environments.

Hazards: Office/Classroom furniture, playground/office equipment, communicable diseases, chemicals (as related to specific assignment), and power/hand operated equipment and machinery (as related to specific assignment).

SAFETY SENSITIVE:

YES NO X

ACCEPTABLE EXPERIENCE AND TRAINING
Any combination of training, education and experience that demonstrates possession of the knowledge and abilities of the position and the ability to perform the duties of the position. Minimum of two (2) years of administrative secretarial experience involving extensive use of office automation, including computer skills and knowledge of software programs, at an advanced level and the independent performance of routine administrative staff work, and completion of an Associate of Arts degree or certificate in business administration, secretarial science, or a field related to the duties of the position, or experience at or equivalent to the level of Secretary II in the Douglas County School District from which the candidate has gained the skills, knowledge, and abilities stated above.

LICENSES/CERTIFICATES
Possession of or ability to obtain a Nevada Driver's License required.
Experience with the following software applications is highly desirable: Windows applications, Microsoft Office applications and integration (specifically Word, Excel, and Access), and personnel management software for schools

PHYSICAL AND MENTAL/INTELLECTUAL REQUIREMENTS
The physical and mental/intellectual requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Those requirements include:

Strength, dexterity, coordination, and vision to use keyboard and video display terminal for prolonged periods.

Strength and stamina to bend, stoop, sit, and stand for long periods of time. Dexterity and coordination to handle files and single pieces of paper; occasional lifting of files, stacks of paper or reports, references, student work, and other materials. Some reaching for items above and below waist and head level. Some reaching, bending, squatting, and stooping to access files, student work, and other items as necessary. The manual dexterity and cognitive ability to operate a personal computer and other educational technology (LCD projector, SmartBoard, iPads/Tablets, etc.) to enhance student learning. Involves hearing and speech to communicate in person or over the telephone. Medium to heavy lifting (25 to 40 pounds) may occasionally be required.

In compliance with applicable disability laws, reasonable accommodations may be provided for qualified individuals with a disability who require and request such accommodations. Applicants and incumbents are encouraged to discuss potential accommodations with the employer.

EMPLOYEE PUNCTUALITY AND APPEARANCE
In order for DCSD schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave. Any deviation from assigned hours must have prior approval from the employee's supervisor or building administrator. All employees are required to report to work dressed in a manner that reflects a positive image of DCSD and is appropriate for their position.

NOTICE OF NON-DISCRIMINATION/EQUAL OPPORTUNITY EMPLOYER
The Douglas County School District does not discriminate against any person on the basis of race, creed/religion, color, national or ethnic origin, sex (including pregnancy), gender identity or expression, genetic information, sexual orientation, disability, marital status, age, veterans or military status, or political affiliation in admission to or access to, treatment or employment, or participation in its programs and activities, and provides equal access to the Boy Scouts of America and other designated youth groups, pursuant to federal and state laws including, but not limited to, Title VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title II of the American with Disabilities Act of 1990, the Individuals with Disabilities Education Improvement Act (IDEA), and the Boy Scouts of America Equal Access Act. The Douglas County School District is an equal opportunity employer and will not knowingly discriminate in any area of employment, which includes recruiting and hiring practices, working conditions, training, promotion, and terms and conditions of employment. Individuals with a disability who require reasonable accommodation(s) during any step of the screening process or who have questions about qualifications should notify a representative in Human Resources. Notification may be made in person, in writing, or by calling View phone number on click.appcast.io.

The Superintendent of Douglas County School District has designated the following position to handle inquiries regarding student and employee non-discrimination policies:

Executive Director of Human Resources
1638 Mono Avenue
Minden, Nevada 89423
Phone: View phone number on click.appcast.io

Attachment(s):

• SECRETARY - ADMINISTRATIVE - INCLUSIVE EDUCATION.pdf