Executive Administrative Assistant, CHRO (9828)

JOB DESCRIPTIONJob TitleExecutive Administrative Assistant, CHROEvaluation TypeParaprofessionalDepartmentHuman ResourcesPay GradeP8FLSANon-ExemptDate RevisedMarch 2026SupervisorChief Human Resources OfficerBASIC FUNCTION & RESPONSIBILITY: Work under minimum supervision to provide advanced clerical services to the Chief Human Resources Officer. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.QUALIFICATIONS:Education/Certification:* High school diploma or GEDSpecial Knowledge/Skills/Abilities:Knowledge of school district organization, operations, and administrative policiesAbility to multitask numerous complex administrative activitiesHighly proficient in keyboarding, word processing, and file maintenanceExcellent interpersonal, organizational, and communication skillsRequires good mathematical skillsAbility to evaluate data and statistics and translate into a format that meets the needs and requirements of the administration and departmentAbility to use a personal computer and software to develop spreadsheets and databases, and do word processingAbility to initiate and complete projects and programsAbility to research, compile, analyze, and report data clearlyExperience:* Three (3) years of secretarial experience, preferably in a public education environmentCHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.Records, Reports, and Correspondence:Prepare correspondence, forms, manuals, reports, presentations, and other documents for the designated administrators and various departments.Compile pertinent data as needed when preparing various state and local reports.Maintain physical and computerized files for the overall department.Assist in compiling, maintaining, and updating departmental policies and procedures.Serve as a liaison with department administration to help ensure a manageable workflow.Maintain communication with select external parties on behalf of the department, including suppliers, business contacts, and shareholders.Schedule appointments and maintain the CHRO's calendar.Set up meetings, including reserving the venue and preparing materials.Make travel arrangements, including making hotel reservations and turning in conference registration forms.Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff, and refer appropriate inquiries or problems to the CHRO.Accounting:Perform routine bookkeeping tasks, including simple arithmetic operations, for the designated administrator.Prepare purchase orders and payment authorizations.Assist with department budgetary matters, developing and maintaining.Creating spreadsheets and managing databases.Negotiating with vendors.Maintain fiscal oversight of the HR P-Card, acting as the gatekeeper for all purchases.Serve as the Subject Matter Expert (SME) for all Business Services processes and procedures, providing high-level guidance on procurement, budgeting, and administrative protocols.HR-Related Tasks:Ensure all open positions are posted in a timely manner.Regularly maintain and update the district's job posting site to reflect current openings and remove filled positions.Maintain all current district job descriptions to identify those that are outdated or in need of revision.Serve as a backup for processing employment verifications.Monitor the general HR email inbox on a consistent basis to ensure incoming messages are acknowledged, routed to the appropriate staff, and addressed in a timely manner.Receive and distribute incoming grievances promptly to the appropriate parties involved, ensuring all relevant stakeholders are notified in a timely manner.Act as the authorized signatory for loan forgiveness applications.Administer the tracking and reporting of all mandatory annual compliance courses.Ensure all personnel requesting access to district vehicles meet safety standards through rigorous Motor Vehicle Record (MVR) validation and completion of mandatory defensive driving courses.Validate and update all mandatory state and federal postings as needed.Manage the daily logistics of the HR department vehicle, including key checkout, usage scheduling, and fuel card reconciliation.Other:Act as confidential assistant to the administration; perform clerical duties relating to personnel and confidential matters.Receive, sort, and distribute mail and other documents to department staff.Receive, store, order, and issue supplies and equipment for the department.Managing fax communications and office equipment.Managing traditional paper and /or electronic filing systems.Stay informed of and comply with all state and district policies and regulations related to primary job functions.Project a positive image to the school and community.SUPERVISION EXERCISED: NoneMENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:Tools/Equipment Used: Standard office equipment including personal computer and peripheralsPosture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reachingLifting: Occasional light lifting and carrying (less than 15 pounds)Environment: May work prolonged or irregular hours; occasional district wide travelMental Demands: Work with frequent interruptions; maintain emotional control under stress