Human Resources Administrative Assistant - Caswell County Schools : Job Details

JOB TITLE: Human Resources Administrative Assistant REPORTS TO: Director of Human ResourcesSALARY: Pay Grade 60STATUS: 12 monthsSUMMARY: The job of Human Resources Administrative Assistant was established for the purpose of providing a wide variety of technical and administrative support and assistance to the assigned administrator; ensuring confidential compliance of department/program activities with financial, legal and administrative requirements; and acting as a liaison between the HR Director, the public, and school staff members providing information, addressing issues and/or providing general support.RESPONSIBILITIES & DUTIES:

• Answers incoming telephone calls for the purpose of taking messages and/or answering question/concerns
• Provides confidential secretarial service for the Director of Human Resources including telephone, correspondence composition and typing, meeting agendas, filing, handling mail, and other associated duties
• Assists with the employment process (e.g. callbacks, scheduling appointments, notification, etc.) for the purpose of meeting district staffing requirements while complying with established guidelines
• Maintains official personnel files and computer databases information on all school volunteers
• Compiles data from a variety of sources (e.g. Human Resources Database System, applications, etc) for the purpose of complying with financial, legal and/or administrative requirements
• Contacts applicants, staff, agencies, employment agencies, colleges, etc. for the purpose of clarifying or requesting information
• Coordinates a variety of programs and/or activities (e.g. meetings, fingerprinting, photograph badge system, new employee orientation, etc) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines
• Coordinates all tasks related to the photo ID system for ordering supplies, cleaning equipment, assisting in design of cards, and maintaining a log of photos taken (employee ID badges) for the purpose of proper identification of staff
• Greets visitors (e.g. public, substitutes, applicants, vendors, etc) for the purpose of responding to their inquiries and /or directing them to the appropriate personnel
• Maintains a variety of employment files and records, compiling pertinent employee information (salary, non-tenure staff list, paraprofessional test scores, etc) for the purpose of ensuring accuracy of employee's compensation, maintaining eligibility for position and complying with mandated requirements
• Maintains a variety of manual and electronic documents, files and records
• Maintains an inventory of items (e.g. handbooks, applications, packets, personnel forms, etc.) for the purpose of documenting and/or providing reliable information
• Maintains inventory of supplies and materials (e.g.paper, fax materials; computer, copy machine, photo ID, supplies; etc) for the purpose of documenting and/or providing reliable information
• Processes a variety of documents and materials (e.g. new hire packets, retirement packets, FMLA forms, background checks, applicant materials, leave requests, volunteer forms, etc.) for the purpose of disseminating information/items as appropriate
• Processes documents and materials (e.g. status changes, transfers, promotions, demotions, salary changes, grade changes, terminations, and retirements) for the purpose of ensuring accuracy of employee records for reporting purposes
• Responds to inquiries from(e.g.staff, public agencies, etc.) for the purposes of providing information, facilitating communication among parties and/ or providing direction
• Orients new site personnel (e.g.substitutes and staff) regarding appropriate school and district practices
• Keeps an active database of all school volunteers and communicates with schools regarding the updated listing
• Provide assistance to Director of Human Resources in other areas as requested

MINIMUM EDUCATION, EXPERIENCE AND REQUIREMENTS:

• Prefer two-year Associate degree in Human Resources or prior job related experience working with the public in an office setting, information processing and data entry.

KNOWLEDGE, SKILLS AND ABILITIES:

• General knowledge of various employment laws and practices
• Excellent organizational skills
• Working knowledge of Microsoft Word, Excel, Google Documents, Google Sheets, etc
• Ability to verify documents for accuracy and completeness
• Ability to understand and follow written and oral instructions
• Excellent interpersonal skills in dealing with all staff, co-workers, supervisor and the public
• High level of integrity and commitment to accuracy and honesty
• Willingness to learn additional skills as a continuous process
• Ability to maintain confidentiality of sensitive and confidential information related to personnel
• Ability to work independently prioritizing tasks to meet deadlines while maintaining a high degree of accuracy and attention to detail

PHYSICAL REQUIREMENTS:While performing the duties of this job, the employee is frequently required to stand, walk, sit, talk and listen. The employee is occasionally required to use hands to fingers, handle, or feel: reach with hands and arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 15 pounds or more at times.FUNDING SOURCE:DISCLAIMER:Statements of the job descriptions are intended to describe the general nature and level of work performed by an employee in this category. The description does not contain an exhaustive list of all responsibilities, duties, skills and other requirements necessary of employees to perform in this position.