Executive Assistant to Superintendent/HR Assistant Job Junction City Oregon USA,Administrative/Clerical

Position: Executive Assistant to the Superintendent / HR Assistant
Location: Junction City

This position will start immediately.

Lots of opportunity for overtime compensation.

The person in this position is supervised by the superintendent and provides confidential secretarial support for the Board of Directors, the superintendent and other district office administrators. The executive assistant is directly responsible to the superintendent for work to be completed. This position requires performance of duties with considerable independence of action and judgment over tasks of a complex nature. The use of independent judgment and decision‑making is required in many matters not having established rules, regulations, policies or precedent.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Employees in this position perform some or all of the following tasks. Other related duties as assigned.

Follows and maintains knowledge of all district policies and procedures.

Assists in the general operation of the district office such as answering multi‑line phones, routing telephone calls or messages to appropriate staff, greeting the public, typing, filing, sorting and handling incoming and outgoing mail.

Completes a high volume of computer data entry work, using district computer programs, to input high volumes of data ensuring speed and accuracy, including confidential data, in an environment with constant interruptions.

Performs a wide variety of clerical and computer work related to the programs and services administered by human resources. These may include but are not limited to working with various database systems, including an HRIS system and an applicant tracking system.

Updates and maintains accurate filing systems to include but are not necessarily limited to personnel action forms, maintaining personnel files, processing, verifying appropriate documentation, employment applications and recruitment documents, etc.

In coordination with the payroll / benefits specialist, performs a variety of general HR and staffing processes, communicates with prospective candidates regarding substitute and summer employment opportunities with the district, answers routine inquiries concerning hiring procedures.

In coordination with the payroll / benefits specialist, contacts applicants and employees to schedule a variety of appointments and meetings; participates in and provides onboarding and orientation for new hires.

Maintains and manages website databases for employee mandatory trainings, assists with Employment website, employee evaluations and others as assigned.

Responds to inquiries and provides information and assistance regarding staffing vacancies, application procedures, selection process and human resources policies and procedures.

Inputs new hire information into the payroll system.

Scans and files personnel records.

Assists director of instruction, assessment and professional development in managing licensed evaluation system.

Escalates employee relations concerns to appropriate administrator.

Transcribes meeting notes.

Notarizes documents as needed.

Assists team with HR policy and procedure updates.

Compiles and prepares reports for administration or outside agencies maintaining confidentiality.

Prepares correspondence, reports, memoranda, meeting agendas, records and other materials following established procedures.

Maintains information from various organizations including but not limited to ODE, OSBA, COSA and the state legislature.

Attends school board meetings and takes minutes.

Maintains and files inter‑district and intra‑district student transfer requests and district operations data.

Acts as a liaison between the superintendent and students, parents, staff, district patrons and the general public.

Types a variety of materials from brief verbal or written instructions.

Ensures meeting and other legal notices are properly prepared and distributed in a timely manner and within and stated deadlines.

Processes and maintains the superintendent’s calendar and provides assistance to the accounts payable / purchasing specialist in making superintendent travel arrangements and attendance arrangements for meetings, workshops and conferences outside the district as needed.

Processes volunteer background check applications…

Executive Assistant to Superintendent​/HR Assistant

Executive Assistant to Superintendent/HR Assistant