Executive Secretary, Human Resources Department

Job Title

Executive Secretary, Human Resources

Reports To

Chief Human Resources Officer

Pay Grade

PP07

Workdays

226

Minimum Salary

$25.00 per hour

Contract Status

At-Will

Mid-Point Salary

$30.00 per hour

Type of Assignment

Non-Exempt

Funding

This position is locally funded.

Consideration for directly related experience supported by an official service record or experience affidavit. Annualized pay may be pro-rated based on actual start date.

Position Summary

The Executive Secretary serves as a key member of the Human Resources Department and serves as the administrative report to senior leadership. This position is responsible for performing a wide range of complex, confidential, and high-level administrative tasks to ensure the smooth and efficient operation of the district's central office. The Executive Secretary is responsible for maintaining integrity, confidentiality, and accuracy of employee records and personnel documentation and manages the processing, retention, and retrieval of personnel records in compliance with federal, state, and local laws and regulations.

The Executive Secretary coordinates responses to Open Records Requests (ORR), Freedom of Information Act (FOIA) requests, subpoenas, employment verifications, student transcript requests, litigation holds, and other legal or records-related inquiries. The Executive Secretary works closely with district administrators, legal counsel, employees, former employees, students, graduates, and external agencies to ensure timely and accurate records management, support compliance requirements, and safeguard confidential information.

Minimum Requirements

* High school diploma or GED equivalent recognized by the Texas Education Agency or a regional accrediting agency.

* Three (3) years of progressively responsible administrative experience involving records management, confidential information, and regulatory compliance.

* Must have satisfactory outcome of fingerprinting background check.

Preferred Qualifications

* Bachelor's degree from an accredited college or university.

* Five (5) years of experience in records management, human resources administration, legal records processing, student records, or a related field.

* Ability to communicate effectively in both English and Spanish.

Knowledge, Skills, and Abilities

* Knowledge of records management practices, retention requirements, and applicable federal, state, and local laws governing personnel and student records, confidentiality, and public information requests.

* Strong organizational, analytical, and problem-solving skills with exceptional attention to detail and accuracy.

* Ability to maintain strict confidentiality, exercise sound judgment, and handle sensitive information with professionalism and discretion.

* Strong interpersonal, customer service, and communication skills with the ability to manage multiple priorities, meet deadlines, and build effective working relationships with employees, students, administrators, attorneys, and external agencies.

* Knowledge of school district organization, operations, and administrative policies.

* Ability to read and comprehend instructions, short correspondence, and memos.

* Ability to handle detailed instructions, manage complex communications, organize and manage files and documentation.

* Ability to make independent decisions regarding planning, organizing, and scheduling.

* Highly proficient in Microsoft applications, Google Drive and Google programs (Docs, Sheets, Forms, and Slides).

* Ability to multi-task numerous complex administrative activities.

* Ability to meet established deadlines with minimal supervision.

Essential Functions/Key Responsibilities

* Maintain, organize, and safeguard personnel and student records in accordance with district procedures, records retention schedules, and applicable laws and regulations.

* Process requests for personnel files, student transcripts, employment verifications, and other records while ensuring the confidentiality and security of sensitive information.

* Coordinate and respond to Open Records Requests (ORR), public information requests, subpoenas, court orders, and other legal requests in collaboration with district administration and legal counsel.

* Maintain electronic and paper filing systems, ensuring records are complete, accurate, and readily accessible when needed.

* Review, audit, and update personnel and student records to ensure data integrity and compliance with district, state, and federal requirements.

* Assist with records retention, archival, and destruction processes in accordance with established records management guidelines.

* Serve as a resource to employees, former employees, students, graduates, and external agencies regarding records requests, transcript requests, and employment verification procedures.

* Prepare reports, correspondence, and documentation related to records management and compliance activities.

* Support Human Resources operations by processing personnel documentation and maintaining accurate employee…