Business Assistant and Human Resource Records Assistant

Business Assistant and Human Resourse Assistant

Primary Purpose:


Under general supervision, perform bookkeeping and maintain district financial records.

Receives, processes, and maintains files and records for applicants and employees of the district. Monitors access to human resource (HR) records and maintains proper security and confidentiality.

Qualifications:


Education/Certification:


High school diploma or GED

Special Knowledge/Skills:

Knowledge of bookkeeping principles and practices


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


Proficient in keyboarding, 10-key numerical data entry, and file maintenance


Ability to work with numbers in an accurate and rapid manner to meet established deadlines

Proficiency in keyboarding and file maintenance


Ability to use software to develop spreadsheets, databases, and do word processing


Ability to perform basis math


Ability to read, speak and understand English


Excellent organizational skills


Effective communication and interpersonal skills

Experience:


____ years of clerical and file maintenance experience

Major Responsibilities and Duties:

Accounting

1. Maintain complete and systematic records of assigned district financial transactions.
2. Verify and record details of financial transactions in appropriate journals and subsidiary ledgers and transfer subsidiary account summaries to general ledger.
3. Balance general ledger and subsidiary accounts by reconciling entries.
4. Examine general ledger transactions for accuracy; make corrections as needed and inform supervisor of problems.
5. Compute and record cash receipt summaries.
6. Assist with preparation of financial statements, income statements, and cost reports to reflect financial condition of district and help prepare financial statements and budget amendments for presentation to board.
7. Compile, maintain, and file all reports, records, and other documents as required.

File Management

1. Maintain files for all employees and applicants, including receiving and routing of changes (e.g., name, address changes).
2. Receive and process applications, including verifying completeness of files and notifying those not selected for employment.
3. Process requests for official district records, including maintaining log of records requests, retrieving documents, copying, and mailing records.
4. Enter and update employee information in central database.
5. Respond to requests for verification of employment.
6. Prepare and maintain employee service records.
7. Administer the records storage and destruction process of personnel records following established records retention schedule and requirements of the Texas State Library and Archives Commission. Assist with the purging of records and coordinate imaging of inactive HR records.

Reports and Correspondence

1. Assist with the preparation of staff directories.
2. Prepare correspondence, forms, and reports according to district standards and requirements.

Other

1. Maintain confidentiality.
2. Follow district safety protocols and emergency procedures.