HR Payroll and Administrative Professional

Administrative Assistant III

The Administrative Assistant III to the Chief Human Resources Officer performs advanced clerical, operational, financial, bookkeeping, and confidential administrative duties designed to maximize the efficiency and effectiveness of the Chief Human Resources Officer and HR Generalist. This position requires a comprehensive knowledge of Human Resources operations, applicable policies and regulations, and the ability to communicate and interact professionally, equitably, and effectively with both internal and external stakeholders. Serving as the primary point of contact for employees throughout the employment lifecycle, the Human Resources Administrative Assistant provides comprehensive employee support by coordinating onboarding and offboarding processes, administering employee leave programs, processing employment verifications, maintaining personnel records, and delivering exceptional daily Human Resources customer service. This position plays a critical role in ensuring accurate, efficient, and responsive HR operations while maintaining the confidentiality and integrity of employee information.

Provide advanced administrative support to the Chief Human Resources Officer and Human Resources Generalist by coordinating daily office operations, managing priorities, and ensuring the timely completion of assignments.

Maintain calendars, schedule meetings and conferences, coordinate meeting logistics, prepare agendas, and record and distribute official meeting minutes.

Coordinate all employee onboarding activities, including New Employee Orientation, employment verification requirements, personnel file preparation, and completion of required employment documentation.

Facilitate initial components of employee leave programs, including the Family and Medical Leave Act (FMLA) and Americans with Disabilities Act (ADA) processes, while maintaining confidential records and ensuring compliance with applicable laws and policies.

Coordinate employee offboarding activities, including processing resignations and retirements, facilitating exit surveys and scheduling HR Generalist to conduct exit interviews, completing separation documentation, and coordinating the return of division property.

Serve as the primary point of contact for Human Resources by providing exceptional customer service, responding to employee and applicant inquiries, and supporting HR communications.

Maintain accurate personnel records, Human Resources information systems, organizational charts, employee directories, and employment documentation in accordance with records retention requirements.

Process employment verifications and maintain confidential employee information with the highest degree of professionalism, discretion, and integrity.

Prepare, process, and maintain purchasing, payroll, budget, financial, and timekeeping records while assisting with departmental budget administration and reporting.

Prepare correspondence, reports, presentations, and other administrative documents while exercising sound judgment and independent decision-making in routine operational matters.

Gather, compile, analyze, and prepare Human Resources data and reports to support departmental operations, compliance, and strategic decision-making.

Recommend and implement improvements to office procedures, administrative workflows, records management practices, and operational efficiency.

Assist with Human Resources recruitment, employee recognition, training, professional development, and other departmental initiatives and special projects.

Perform other duties as assigned by the Chief Human Resources Officer to support the effective and efficient operation of the Human Resources Department.

Lynchburg City Schools Competencies:

Honesty, Integrity, Ethical, Equity Minded, Emotional Intelligence, Cultural Competence, Safety, Quality - Models Excellent Customer Service, Thinks Strategically, Shows Initiative, Acts Decisively, Communicates Effectively, Works Collaboratively, Resolves Conflict Proactively - Technical Capabilities Computer Literacy, Data Analysis and Management, Fiscal Planning and Management, Project Management, Strategic Planning

Education and Experience:

Associates Degree or Equivalent required, Bachelor's Degree, preferred, 3-4 years of office management, bookkeeping, clerical experience, or human resources experience preferred

Knowledge, Skills and Abilities:

Knowledge of and experience with the Lynchburg City Schools organization, policies, and practices preferred, Solid knowledge and understanding of effective organizational and communication practices, Solid knowledge and understanding of accurate and effective record keeping and time management, Solid knowledge and understanding of Microsoft Office and Google Suite and ability to learn new technical programs/practices and office productivity applications as needed, Solid knowledge and understanding of equitable practices that create a safe, inclusive, and supportive environment for LCS staff, students, families, and community members. Ability to lead, manage, and oversee school or department projects and initiatives

Supervisory Responsibility:

None

Travel Requirements:

Reliable transportation, necessary, Minimal travel within the City of Lynchburg as needed to support schools and HR programs, Minimal travel outside of the City of Lynchburg as needed

Work Environment and Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to frequently stand; sit; walk; talk or hear; use hands to finger, handle, type, or feel; and stoop, kneel, or crouch.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

AAP/EEO Statement:

LCS is an EEO/Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status.