Overall Purpose

The job of Human Resources Executive Assistant & Evaluation Platform Administrator is done for the purpose/s of providing a wide variety of complex and confidential administrative and secretarial support to the Chief of Human Resources; conveying information regarding department functions and procedures; ensuring efficient operation of support functions; setting up and maintaining the personnel evaluation platforms; and coordinating assigned projects and site activities.

 

Direct Supervisor

Chief of Human Resources

 

Essential Functions

• Serves as the platform administrator for the District Evaluation Process (set-up, password maintenance, technical difficulty resolution, reporting, etc.) for the purpose of ensuring system functional efficiency and evaluation completion monitoring.
• Completes student loan forms for the purpose of supplying necessary documentation for loan forgiveness, payment scheduling, etc.
• Completes verbal and written Verifications of Employment for the purpose of supplying information to outside agencies (loan companies, banks, insurance agencies, etc.) on behalf of CCSD employees.
• Compiles data from a wide variety of sources for the purpose of preparing reports, making recommendations, and/or preparing information for assigned administrator.
• Coordinates a wide variety of projects, functions, and/or program components (meetings, in-service events, travel and accommodation, personnel meetings, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains a wide variety of manual and electronic documents files and records (budget data, employee records, financial records, reports, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a wide variety of activities on behalf of the Chief of Human Resources (program components, meeting arrangements, account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.
• Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, meeting minutes, travel reimbursements, timesheets, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information and/or creating documentation in compliance with established guidelines.
• Processes a wide variety of documents and materials (time sheets, work orders, requisitions, travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Procures supplies and materials for the purpose of maintaining availability of required items.
• Processes a wide variety of data into the HR/Payroll system, Munis. 
• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Represents the Chief of Human Resources in their absence for the purpose of conveying and/or gathering information required for their functions.
• Researches a variety of topics (current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations that address a variety of administrative requirements.
• Responds to a wide variety of inquiries from internal and external parties (staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction. 
• Schedules a wide variety of activities (appointments, meetings, travel reservations, accommodations, parent meetings, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Supports the Chief of Human Resources for the purpose of providing assistance with their functions and responsibilities.
• Enters maintenance requests for Board Office building.

 

Marginal Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit as required by the Associate Superintendent.

 

Competencies 

• Skills-based Competencies 

Required to perform multiple, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using job-related software applications, preparing and maintaining accurate records; planning and managing projects; analyzing budgets; analyzing data; applying job-related codes, regulations, and laws; classifying data and/or information; conducting financial transactions; operating standard office equipment and office technology; performing standard bookkeeping procedures; promoting activities and/or events; screening telephone calls; and using office software applications.

 

• Knowledge-based Competencies

Required to perform basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include:  accounting/bookkeeping principles; business telephone etiquette; common office machines; concepts of grammar and punctuation; office methods and practices; job-related codes/laws/rules/regulations/policies; keyboarding; knowledge of community resources; office equipment and technology; personnel administration practices; and recordkeeping and record retention practices.

 

• Ability-based Competencies

Required to schedule a number of activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with frequent interruptions; analyzing issues and determining appropriate course of action; communicating with persons of diverse backgrounds; diffusing argumentative behavior; displaying tact and courtesy; multitasking; organizing tasks; and working with detailed information/data.

 

Requirements

High school diploma or GED equivalent

Two (2) years’ experience in administrative assistance or equivalent preferred

 

Physical Requirements

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. 

 

Generally the job requires 60% sitting, 15% walking, and 25% standing.  

Continuing Education/Training

N/A

 

Clearances

Criminal Justice Fingerprint

Background Clearance

 

Fair Labor Standards Act

Non-Exempt