Administrative Assistant​/HR

Administrative Secretary/Human Resource

Reports To:

Superintendent/Administrative Team and/or District Clerk

Essential Functions:

• Performs and organizes a wide variety of secretarial and clerical duties for administrative personnel, teachers, and support staff in an efficient manner.
• Communicates with the public, employing discretion and independent judgment, directing individuals to the correct person and efficiently resolving their concerns.
• Independently composes a variety of materials such as letters, memoranda, bulletins, requisitions, claims, reports, and statistical data from rough drafts or oral instructions.
• Coordinates the process of purchasing, to include: processing of requisitions, receipt, verification, and distribution of materials.
• Maintains and coordinates multiple calendars to include: school administrator(s), school facility events, site, master, and school events.
• Responsible for the assigning and inventory of room cabinet keys.
• Assists in generating the various employee payrolls by accumulating information for each employee including timesheets, leave requests, extra duty pay, payroll deduction authorization forms, employment contracts, or other changes in employee status such as transfers, promotions, and demotions.
• Assists in verifying information for accuracy, then code information to the appropriate payroll budget.
• Generate reports on employee benefits and payroll deductions by processing payroll record changes.
• Provide answers to the questions from employees, supervisors, benefits providers, and payroll deductions authorities regarding payroll records and District, state, and federal policies and regulations in a customer friendly fashion.
• Assists in processing new hires paperwork (including background check) and meets with new staff members to review paperwork and answer questions; as well assists in the annual orientation of new hires;
• Assists in processing the FMLA paperwork and ensure compliance with Federal and States Guidelines as directed by the Director of Human Resources;
• Assists in processing all unpaid and paid leave of absences, retirement and resignations, including all letters and payroll action forms;
• Manages and process fingerprinting results;
• Manages and processes college credits submissions and notifications; as well assists the employees with questions.
• Manages and maintains Montana Educator Licensure information and or assignments;
• Works with the district office staff in the development and implementation of plans in Human Resources for efficiency and compliance with district, state, and federal guidelines;
• Substitute Teachers
• Manages and prepares reports for Payroll of salaries steps, lane and increases;
• Familiar with duties of other staff members and assists them with projects in peak flow time; when requested;
• May attend meetings and conferences and act as recorder, preparing reports for actions taken and assignments made.
• Other functions may be required as given or assigned.

Desired

Minimum Qualifications:

• Equivalent of a high school diploma supplemented by or including courses in office organization or secretarial skills, or any combination of training and/or experience that provides the desired knowledge and abilities.
• Prior service demonstrating responsible office experience and knowledge of basic accounting principles and accounting software.
• Knowledge of computer software programs such as Infinite Campus, Tyler Accounting Software, Frontline, and Microsoft Office programs is essential.
• Work efficiently and with a service-oriented attitude under stressful situations with constant interruption.
• Change and adapt office procedure and details in concert with the needs and requirements of the administrator and the District.
• Understand and apply complex policies and rules.
• Maintain cooperative working relationships with those contacted in the course of work.
• Type at a net corrected speed of 55 words per minute.
• Ability to handle stressful situations.
• Ability to maintain confidentiality of employment and student matters.
• Ability to effectively manage time and responsibilities.
• Ability to become a Notary of the Public in the state of Montana.

Equipment Used:
Computer, calculator, copier, telephone/voice mail, fax.

Work Environment:
While performing the duties of this job, the employee regularly works inside. The employee must be able to meet deadlines with severe time constraints. The noise level in the work environment is usually moderate.

Physical Demands:
While performing the duties of this job, the employee is frequently required to sit; occasionally walk and stand; twist at neck and waist. Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus. The employee is required to be able to hear conversations in quiet environments.

Mental/Motor Demands:
While performing the duties of this job, the employee often performs routine work. The employee frequently exercises flexibility (ability to shift from one task to another).…