Director of Human Resources Secretary C

Director of Human Resources Secretary

The Secretary to the Director of Human Resources plays a critical role in supporting the Director of HR and ensuring the efficient operation of the HR department within School District U46. Provide a high level of administrative support, including managing calendars, coordinating meetings, preparing reports, handling confidential information, and assisting with various HR functions. This role requires attention to detail, a proactive approach, and strong organizational, time management, and multitasking skills to ensure all timelines are met.

Maintain confidentiality of student, staff, and department information within the department and the community.

Job Duties/Responsibilities

• Provide administrative support to the Director of Human Resources, including managing schedules, coordinating meetings, and preparing materials.
• Serve as the primary point of contact for the HR Director's office, responding to inquiries and handling requests from staff, administrators, and external stakeholders.
• Maintain and update HR records and files, ensuring confidentiality and compliance with district and legal requirements.
• Assist in the preparation and organization of HR reports, documents, and presentations for meetings, conferences, and board sessions.
• Coordinate and schedule interviews, recruitment events, and new hire orientations.
• Prepare and process correspondence related to HR functions, including employment verifications, employee inquiries, and other routine communications.
• Assist with maintaining HR databases and systems, ensuring data accuracy and integrity.
• Manage employee years of service records, ensuring accurate tracking and updating of service milestones, anniversaries, and eligibility for benefits.
• File/scan data into the payroll systems as required.
• Help coordinate professional development activities, trainings, and workshops for district staff.
• Assist with various HR projects and initiatives as directed by the HR Director.
• Provide backup and support to other HR team members as needed.
• Perform other administrative duties as assigned by the Director of HR.

Education

Associate's degree or higher, preferably in Human Resources, Business Administration, or a related field.

Experience/Knowledge

Two years of administrative experience, preferably in an educational or HR environment. Strong organizational skills with the ability to manage multiple tasks and meet deadlines. Excellent communication skills, both written and verbal, with the ability to interact effectively with employees, administrators, and external partners. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with HRIS or other HR software.

Strong attention to detail and ability to maintain confidentiality with sensitive information. Ability to work independently, prioritize tasks, and solve problems proactively. Experience working in a school district or public sector setting is a plus.

Secretarial Classification Criteria

Ability to communicate and interact with staff and co-workers in a professional manner. Demonstrates positive customer service skills. Demonstrates confidentiality. Ability to work independently. Ability to prioritize tasks. Demonstrates organizational skills. Keeps accurate filing. Maintain appropriate inventories and online file management. Able to use office machines (ex. laminator, fax, intercom, phone, copier). Accurate typing/keyboarding. Working knowledge of computer programs. Willingness and ability to learn.

Physical Demands

Prolonged periods of sitting and working on a computer. Occasional standing, walking, and lifting of materials (up to 20 pounds). Ability to communicate effectively with staff and external parties, both in person and by phone or email.

Terms of Employment

Full-time, year-round position with regular office hours. Occasional evening or weekend hours may be required for special projects or events. Travel to schools within the district. Salary and benefits as established by District U-46 Secretarial Association (DUSA) and the Board of Education.