Executive Assistant, Human Resources Department

Executive AssistantJob Title: Executive AssistantVersion Date: 07/14/21 Category: ClericalDepartment: Human ResourcesWork Year: 208 Day EmployeeFLSA Classification: Non-ExemptJob SummaryThis dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. This position works in a highly complex setting, deals on a continuing basis with sensitive, and confidential matters, has continual contact with staff and the public, and must ensure that all activities meet defined objectives. Work requires the exercise of a high degree of initiative, a positive attitude, sound judgment and discretion in the performance of these duties. This position performs a variety of highly complex, technical duties requiring excellent communication. This position will utilize specialized knowledge and independent judgment involving frequent and responsible public contact. This position is responsible for the accurate and timely entry of a variety of data into various computer software programs.Essential Functions Essential Function % TIME The Executive Assistant is responsible for providing comprehensive support to the Director they are assigned 10% to. Work performed is highly complex, sensitive, and confidential.Perform general office duties; keep an accurate and up to date filing system; operate appropriate office equipment; cordially answer telephone calls; take messages; printing and management of professional development certificates; 15% assist Director in scheduling daily activities, prepare agendas, maintain appointment calendar, and related details.Ensure appropriate confidentiality of all information, 5% correspondence, and reports.Process information using word processing, spreadsheets, E-mail, Google Docs, Internet, work order system, purchase order system, supply and data processing request 15% systems,employee data system, employee time clock system, substitute employee system, and other computerized processes as needed.Plan and organize office and work flow activities to meet program objectives in a timely manner; evaluate work procedures and methods to ensure quality, effectiveness 5% and efficiency of operations; and anticipate events, trends, consequences and problems.Track departmental budgetary items and expenditures. 5% Manage assigned programs to ensure continuity of 15% services. Programs vary depending on department needs.QualificationsTo perform this job successfully, an individual must be able to perform each essential duty 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. Education Required High School Diploma or GED Required Associates Degree or higher.Preferred Bachelor's Degree in Business, Human Resources or related field Preferred Specialized technical courses in Excel, Word and Technology Work Experience/Skills Any combination of education, training, and/or experience equivalent to: AA Degree and five (5) years of secretarial/clerical experience Employee must have the ability to read, write originally and use correct grammar; strong organizational skills; strong public relations and customer service relations; ability to comprehend complex instructions or information; ability to apply knowledge of a specialized subject matter in the work environment; exceptional computer and keyboarding skills; ability to multi-task and switch gears quickly with frequent interruptions; ability to plan, coordinate, and organize work; prioritize work and what needs to be done; ability to deal with individuals who are uncooperative or committed to different objectives; critical thinking and problem solving skills; ability to maintain confidentiality, operating knowledge of and experience with computers and basic computer software, basic office equipment including copy machine, fax machine and telephone. Employee must demonstrate the ability to work under pressure with a multitude of on-going tasks and last-minute deadlines and changes despite frequent interruptions with minimal errors. Employee must possess excellent attention to job details; the ability and willingness to take ownership/responsibility for project completion; and demonstrated ability to provide initiative in reaching organizational/department goals.