Office Professional IV - Human Resources (Internal Only)

Office Professional 4 Senior Administrative Assistant This position provides clerical and office management support for a major division or subdivision of the school district. Incumbent serves as the senior administrative/clerical staff member responsible for supporting the office admin team. This position will assist the department administrator(s) in the management of various areas including but not limited to: maintaining record systems, planning, organizing, and participating in the administrative, clerical, and data management operations related to their assigned responsibilities. Manages, maintains, and monitors various records in areas of responsibility i.e. employee information, office information, various budgets, accounting records, payroll records, invoices, etc. Responsibilities also include maintaining a close liaison with schools, district employees, vendors, and other educational facilities. The District represents a thriving, diverse community. Approximately 50% of our students embody distinctive and unique backgrounds. We seek an individual with the ability to successfully work with all families in our community. The selected candidate must demonstrate a commitment to strengthening community engagement and communication with the District's diverse populations. Works under the general supervision of the department administrator. Work is controlled and/or guided by state statute and state administrative code, professional practice, school and district policies and procedures, collective bargaining agreements, and directions and expectations established by the administrator(s). Employee is expected to administer and process the general operations and activities of their assigned department, making decisions with limited need for assistance from the administrator except in unusual or difficult matters or in situations for which there is no district precedent. Employee is responsible for communicating with and coordinating the efforts of other team members towards a common objective and shared success. Part III: Major Duties and Responsibilities (depending on specific assignment, duties and responsibilities listed may include, but are not limited to the following): Clerical and Technical Support. Provides comprehensive clerical and technical support to the department administrators. Creates and processes correspondence, forms, memoranda, schedules, and reports, and distributes materials as needed. Maintains confidential records including personnel file documents, emergency procedures, and other sensitive information. Maintains various Human Resources Calendars, including scheduling meetings and booking conference rooms. Office Management. Serves as the first point of contact for visitors entering the office, providing guidance, assistance, and information on routine matters and areas of responsibility. Answers and screens telephone calls, responds to inquiries, or redirects calls based on knowledge of departmental and district functions. Manages incoming and outgoing mail and email, ensuring proper routing and delivery. Assists staff in the use of office equipment and adherence to office procedures. Identifies repair or maintenance needs, contacts vendors for service, and ensures follow-up on outstanding issues. Office Operations and Productivity Support. Prepares, develops, and maintains a variety of documents, reports, records, and background materials to support office operations. Demonstrates initiative in planning, organizing, and coordinating individual work responsibilities in conjunction with departmental goals. Requires a thorough understanding of the department's structure, functions, and interdepartmental relationships to successfully support its operations. Records and File Management. Establishes, maintains, and archives office records in compliance with state and district policies. Retrieves and distributes records as needed. Coordinates with the Human Resources manager to prepare documentation in response to public records requests and other inquiries. Maintains online data and digital records. Proactively develops and updates necessary forms and documentation to meet office needs. Acts as the primary contact for personnel records Conducts Research and Prepares Reports and Background Information. At the request of the administrator, gathers background information and material, conducts preliminary record, hard copy, or on-line research to gather data and information required by the office administrator. Prepares the data in usable form to include assembled documents, spread sheets, data bases, summary documents, etc. Provide direct support to the HR Administrative Team. Plan, organize, generate and carryout processes and structures to support the Human Resources Department Including personnel file audits and archiving records that are sent to the Archives/Record Center. Maintain the integrity of District and record management. Required to follow Board policies and stay abreast of updates and changes. Performs other duties as assigned by administrator and/or designee. Part IV: Minimum Qualifications Incumbents must have successful experience in working with culturally diverse families and communities or have otherwise demonstrated a commitment to strengthening engagement of a diverse community and skill in communicating with a diverse population. Graduation from high school or equivalent. Three (3) years of previous related experience/and or training to master the work assignment in similar or related work that provided a broad knowledge of the work area. Progressively responsible office experience involving independence of action and decision-making responsibilities. For positions involving fiscal and/or bookkeeping responsibilities, the experience must include accounting and bookkeeping procedures. Related education above the high school level may be substituted for experience at the District's discretion. Must possess advanced secretarial, administrative, and clerical skills including typing and filing, and must possess knowledge of basic office equipment and technology, and skill in the use of office software for documents, spread sheets, presentations, and, as appropriate, data bases. Knowledge of general clerical procedures including excellent grammar and proofing skills, and the ability to maintain accurate and reliable records and data. Ability to work effectively in an environment with frequent interruptions requiring the ability to concentrate and consistently produce accurate work while responding to interruptions and changing priorities. Ability to interact with students, parents, staff, and community members, personally, telephonically, and through electronic communications, in a warm and confident manner. Ability to remain calm and focused and to assist employees who may be emotional, distraught, or frustrated. Ability to follow written and verbal direction, maintain a high level of confidentiality, and take the initiative when necessary. Ability to effectively communicate on complex issues with a high level of effectiveness. Initiative and ability to work with minimal direction; sound judgment and decision-making capabilities are essential. Ability to organize work and set priorities for accomplishing work in a timely and effective manner. Ability to work collaboratively and effectively with other staff, employees, and supervisors. Skill in the use of office and computer equipment and use of standard office software. Successful demonstration of organizational knowledge to include a comprehensive understanding of the organization and function of the immediate organization and the interrelationship of roles and responsibilities. Part V: Desired Qualifications: Successful experience in accounting, public school setting, or human resources. Knowledgeable of an extensive body of rules, procedures, or operations for the performance of interrelated or non-standard operations for which problems are frequently encountered. Bilingual skills Proficiency in Excel and Skyward Qmlativ Part VI: Physical and Environmental Requirements of the Position: The physical demands and work environment 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 frequently required to bend, reach, perform repetitive motions, sit, stand, move about, hear and speak. Employee is required to perform extensive work at a computer display terminal. The employee must occasionally lift and/or move 25 to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.