Administrative Assistant to Executive Director of Human Resources

Administrative Assistant to Executive Director of Human Resources

The Administrative Assistant provides high-level, confidential administrative and operational support to the Executive Director of Human Resources. This role serves as the primary liaison between the Executive Director, internal departments, school/organizational leaders, employees, and external agencies. The ideal candidate exercises sound judgment, handles sensitive personnel information with utmost discretion, manages complex calendar schedules, and maintains efficient HR workflow operations.

Essential duties and responsibilities include the following:

• Handles correspondence, communications, and appointments for the Executive Director of Human Resources.
• Works closely with building principals regarding vacancies, new staff, substitute coverage and other HR-related building issues on a daily basis.
• Assists with onboarding of new staff including completion and distribution of forms, background checks and certification/licensure.
• Works with various departments (payroll, benefits, technology) to streamline administrative workflows.
• Maintains personnel records and ensures credentials are in compliance with State Board of Education, local and state requirements.
• Verifies proper licensure and certification of staff.
• Prepares and distributes information of a confidential, routine, legal, and statistical nature.
• Creates, maintains, and updates employment databases for the Human Resources Department.
• Processes retirements and terminations.
• Assists with administration of the collective bargaining agreement by preparing time-sensitive reports, forms, and documents.
• Administers the substitute online system for substitute teachers and instructional assistants.
• Posts district job opportunities.
• Maintains Tuition Reimbursement records and calculates individual payment for each qualifying staff member per Collective Bargaining Agreement.
• Other duties as assigned.

This job has no supervisory responsibilities.

Qualifications to perform this job successfully include the following:

• Minimum of 3+ years working and/or providing direct support to a Human Resources Department, preferably in a public school environment.
• Minimum of 3+ years with direct staffing support, specifically recruitment for certified staff members.
• Seamlessly adjusts to shifting HR priorities, evolving organizational policies, and unexpected operational demands.
• Delivers exceptional customer service to employees, candidates, and leadership across all levels.
• Outstanding interpersonal skills with a proven ability to build positive working relationships.
• Serves as a collaborative team player capable of handling sensitive interactions with empathy, diplomacy, and professionalism.
• Availability 12 months a year with good attendance required, particularly during peak hiring months of June-August.
• Ability to maintain confidential, highly sensitive information.
• Advanced command of Google Docs, Microsoft Excel, and HR Information Systems (HRIS), with the ability to navigate databases and adopt new software efficiently.
• Proficient in data analysis, reporting, and complex HR computations with a high degree of accuracy.
• Thrives in fast-paced environments, managing high-volume tasks and urgent deadlines with poise.

Language skills include the ability to communicate effectively with colleagues and administration. Ability to read and interpret documents such as reference manuals, Board policies and procedures manuals. Ability to write correspondence. Ability to respond to common inquiries or complaints from agencies, teachers, or members of the school community. Ability to effectively present information to administration, staff, and the public.

Education: High School Diploma or equivalent required. Associate's or Bachelor's degree in Human Resources, Business Administration, Public Administration, or a related field strongly preferred.

Experience: 3+ years of administrative support experience in a Human Resources department or executive office. Demonstrated experience working within a unionized environment or public sector organization. Hands-on exposure to Collective Bargaining Agreements (CBAs), including tracking union grievances, maintaining seniority lists, processing contract-specified stipends/leaves, and preparing documentation for labor negotiations.

Certificates, Licenses, Registrations: Current driver's license.

Other skills and abilities include the ability to apply knowledge of current research and theory based on school objectives. Ability to establish and maintain effective working relationships with district personnel, peers, and community. Ability to speak clearly and concisely in written or oral communication. Ability to use computers where applicable. Ability to perform duties with awareness of all district requirements and Board of Education policies.