Executive Secretary, Human Resources Department

Executive Secretary, Human Resources

Reports To: Chief Human Resources Officer

Pay Grade: PP07 - Workdays: 226

Minimum Salary: $25.00 per hour - Contract Status: At-Will

Mid-Point Salary: $30.00 per hour - Type of Assignment: Non-Exempt

Funding: This position is locally funded.

Consideration for directly related experience supported by an official service record or experience affidavit. Annualized pay may be pro-rated based on actual start date.

Position Summary

The Executive Secretary serves as a key member of the Human Resources Department and serves as the administrative report to senior leadership. This position is responsible for performing a wide range of complex, confidential, and high-level administrative tasks to ensure the smooth and efficient operation of the district's central office. The Executive Secretary is responsible for maintaining integrity, confidentiality, and accuracy of employee records and personnel documentation and manages the processing, retention, and retrieval of personnel records in compliance with federal, state, and local laws and regulations.

The Executive Secretary coordinates responses to Open Records Requests (ORR), Freedom of Information Act (FOIA) requests, subpoenas, employment verifications, student transcript requests, litigation holds, and other legal or records-related inquiries. The Executive Secretary works closely with district administrators, legal counsel, employees, former employees, students, graduates, and external agencies to ensure timely and accurate records management, support compliance requirements, and safeguard confidential information.

Minimum Requirements

• High school diploma or GED equivalent recognized by the Texas Education Agency or a regional accrediting agency.
• Three (3) years of progressively responsible administrative experience involving records management, confidential information, and regulatory compliance.
• Must have satisfactory outcome of fingerprinting background check.

Preferred Qualifications

• Bachelor's degree from an accredited college or university.
• Five (5) years of experience in records management, human resources administration, legal records processing, student records, or a related field.
• Ability to communicate effectively in both English and Spanish.

Knowledge, Skills, and Abilities

• Knowledge of records management practices, retention requirements, and applicable federal, state, and local laws governing personnel and student records, confidentiality, and public information requests.
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail and accuracy.
• Ability to maintain strict confidentiality, exercise sound judgment, and handle sensitive information with professionalism and discretion.
• Strong interpersonal, customer service, and communication skills with the ability to manage multiple priorities, meet deadlines, and build effective working relationships with employees, students, administrators, attorneys, and external agencies.
• Knowledge of school district organization, operations, and administrative policies.
• Ability to read and comprehend instructions, short correspondence, and memos.
• Ability to handle detailed instructions, manage complex communications, organize and manage files and documentation.
• Ability to make independent decisions regarding planning, organizing, and scheduling.
• Highly proficient in Microsoft applications, Google Drive and Google programs (Docs, Sheets, Forms, and Slides).
• Ability to multi-task numerous complex administrative activities.
• Ability to meet established deadlines with minimal supervision.

Essential Functions/Key Responsibilities

• Maintain, organize, and safeguard personnel and student records in accordance with district procedures, records retention schedules, and applicable laws and regulations.
• Process requests for personnel files, student transcripts, employment verifications, and other records while ensuring the confidentiality and security of sensitive information.
• Coordinate and respond to Open Records Requests (ORR), public information requests, subpoenas, court orders, and other legal requests in collaboration with district administration and legal counsel.
• Maintain electronic and paper filing systems, ensuring records are complete, accurate, and readily accessible when needed.
• Review, audit, and update personnel and student records to ensure data integrity and compliance with district, state, and federal requirements.
• Assist with records retention, archival, and destruction processes in accordance with established records management guidelines.
• Serve as a resource to employees, former employees, students, graduates, and external agencies regarding records requests, transcript requests, and employment verification procedures.
• Prepare reports, correspondence, and documentation related to records management and compliance activities.
• Support Human Resources operations by processing personnel documentation and maintaining accurate employee records throughout the employment lifecycle.
• Utilize district software systems and databases to enter, retrieve, update, and verify records information.
• Collaborate with campus and department staff to ensure timely and accurate records management practices across the district.
• Provide comprehensive administrative support by performing general office functions, maintaining office equipment, preparing correspondence and materials, coordinating meetings, conferences, training sessions, appointments, and managing departmental records and communications.
• Coordinate and support departmental and districtwide operations by preparing purchase orders and payment authorizations, maintaining budget records, and organizing, planning, scheduling, and facilitating Central Office and districtwide events and activities.
• Create and maintain spreadsheets to document and track department initiatives.
• Compile, maintain, file, and distribute all reports, records, and other documents as required following established procedures.
• Daily attendance at work and punctuality are essential functions of the job.
• Keep informed of and comply with policies established by federal and state law, State Board of Education rule, and board policy.
• Comply with all district routines and regulations.
• Maintain confidentiality.
• Perform other duties as assigned.

Supervisory Responsibilities

• None.

Working Conditions

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

Posture: Frequent walking, Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting.

Motion: Repetitive hand motions including frequent keyboarding and use of mouse. Occasional reaching.

Lifting: Occasional light lifting and carrying (less than 15 pounds).

Environment: Work inside, may work outside; regular exposure to noise.

Mental Demands: Maintain emotional control under stress; work with frequent interruptions and prolonged or irregular hours.

Non-Discrimination Notice: Boerne Independent School District, as an equal opportunity educational provider and employer, does not discriminate on the basis of race, color, national origin, sex, age, or disability in educational programs or activities that it operates or in employment decisions.