Part-Time Secretary to Director of Human Resources

Position: Part-Time Secretary to the Director of Human Resources
Title:

Part-Time Secretary to the Director of Human Resources

Reports to:

Director of Human Resources

Description:

Performs secretarial, receptionist and office management functions under the direction of the Director of Human Resources..

HOURS:

4 Hours Per Day

Minimum Qualifications:

• High School diploma. Post-secondary training is desirable.
• Documented evidence of a clear criminal record (FBI and BCI).
• Congenial telephone etiquette..
• Proficient in office protocol and the use of business equipment.
• Proficient in Microsoft Office Suite and Google Suite.
• Strong organizational skills.
• Proficient in spelling, proofreading, and the correct use of grammar.
• Multitasking ability and strong interpersonal skills
• Trained in ALICE school safety process.

Duties and Responsibilities:

The following duties are representative of performance expectations. A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions. Performs secretarial and administrative support functions. Organizes and maintains a functional filing system that ensures the safe retention of office records. Keeps materials properly filed to maintain an orderly office. Upholds Board policies and follows administrative procedures.

Promotes a favorable image of the school district. Acknowledges visitors. Determines the reason for their visit. Answers questions. Verifies appointments. Directs visitors to the appropriate person or office. Refers inquiries requiring policy interpretation to administrative staff. Promptly answers the telephone. Directs calls based on the nature of the inquiry. Takes messages. Learns the names of key district staff. Respects personal privacy.

Maintains the confidentiality of and with privileged information. Prepares displays and bulletin boards as directed. Maintains an office calendar. Schedules appointments as directed. Processes incoming, outgoing, interoffice mail and faxes as needed. Notifies recipients about the arrival of packages as needed. Keeps the staff directory, personnel policy manual, negotiated agreement booklets, and the personnel section of employee handbook updated. Prepares information for distribution as directed.

Schedules interviews for all job openings including substitute positions. Assembles applicant files. Prepares materials for interview committees. Coordinates interview schedules. Greets and directs interview candidates which may involve extended or adjusted hours. Maintains all employee personnel files. Maintains a staff database (e.g. seniority/years of service records, etc.) Maintains the storage of inactive personnel files. Receives staff transcripts for LPDC Committee and updates personnel file with transcript information.

Receives and processes certificated staff salary upgrade requests. Maintains substitute files and records. Maintains and keeps current the District

Job Description s. Attends training programs to keep current with software modifications. Distribute updated information. Finds substitutes for spot coverage as needed. Places calls for repair services for copiers as needed. Develops and posts job openings as directed by the Superintendent and/or Director of Human Resources. Processes FBI/BCI Background checks for employees and forwards documentation to the appropriate authorities. Maintain records for FBI and BCI background checks and notify regular employees when they are due to be updated.

Track and receive background checks for contracted personnel and student teachers. Processes employee identification badges. Takes precautions to ensure student safety. Reports unauthorized persons or suspicious circumstances immediately. Reports evidence of suspected child abuse as required by law. Keeps current with advances in office technology and office procedures. Participates in staff meetings and professional growth activities as directed. Accepts responsibility for personnel decisions and conduct.

Strives to develop rapport and serve as a positive role model for others. Process background checks for parent volunteers for overnight school trips. Maintain records for ODE Educational Aide Permits for…