Position Type: Secretarial/Clerical/Secretary/Office Support - 12-Months Date Posted: 9/9/2024 Location: District Administration Center SUMMARY: The HR Executive Specialist will support the school district's human resources department by performing various administrative and clerical tasks. This role requires excellent organizational skills, attention to detail, and the ability to handle sensitive information confidentially.
ESSENTIAL DUTIES AND RESPONSIBILITIES. Other duties may be assigned. - Maintain discretion and loyalty with confidential information.
- Serve as the first point of contact for visitors and callers at the District Administration Center front desk, providing excellent customer service.
- Maintain and organize employee files and records in compliance with district policies and legal requirements.
- Process and manage employee status changes, including promotions, transfers, and salary adjustments.
- Coordinate and administer employment and proficiency tests for candidates and staff as required.
- Oversee and manage district credit card transactions and ensure proper documentation and compliance with policies.
- Process tuition reimbursement requests and ensure compliance with district policies and budgetary constraints.
- Administer and track Safe Schools training programs to ensure compliance with safety regulations and district policies.
- Monitor and track employee vacation requests and accruals, ensuring accurate record-keeping.
- Maintain and update seniority lists for all district employees.
- Coordinate and track all employee training programs, including CPI, CPR, and other mandatory training. Process related payments and certifications.
- Conduct and manage PA 189 background checks for all new hires and volunteers.
- Prepare and present personnel change reports for board meetings, including hires, terminations, and other HR-related updates.
- Handle requests for employment verifications, ensuring timely and accurate responses.
- Coordinate in-service training for maintenance staff, ensuring all mandatory training is completed.
- Track and manage professional development (PD) and training sessions, including District-Provided Professional Development (DPPD) hours.
- Manage the offboarding process for departing employees, including collecting keys, devices, and conducting exit surveys.
- Manage the mentor program, including mentor assignments, training sessions, and compensation processes.
- Perform other duties as assigned by the immediate supervisor.
SUPERVISORY RESPONSIBILITIES: None QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE: - High school diploma or equivalent
- Experience in an administrative or office support role, preferably in an educational setting.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal skills.
- Ability to maintain confidentiality and handle sensitive information.
- Customer service-oriented with a positive and professional demeanor.
LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with parents, staff and students. Demonstrated effective phone etiquette.
MATHEMATICAL SKILLS: Ability to perform basic math computations including rates, ratio, and percents using whole numbers, common fractions, and decimals. REASONING ABILITY: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. Demonstrated ability to use good judgment in decision-making.
OTHER SKILLS AND ABILITIES: Ability to successfully pass basic competency, computer skills testing assessments and ability to successfully pass a typing test at 30 words per minute with a high degree of accuracy. Demonstrated ability to proficiently operate a personal and mainframe computer and related software (Microsoft Word, Access, Excel, Power Point, Internet, etc.) Ability to develop effective working relationships with students, staff, and the school community. Ability to maintain a calm demeanor and remain professional in stressful situations. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties through knowledge of all district requirements and Board of Education policies. Ability to prioritize and organize work. Demonstrated ability to deal with confidential information with a high degree of discretion and loyalty. Ability to multi-task with numerous interruptions. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to walk, stand, talk and hear. The employee is occasionally required to sit and reach with hands and arms. Occasionally the employee will type for long periods of time requiring repetitive hand, arm, or finger motion. The employee occasionally will lift and carry up to ten pounds and push/pull up to 30 pounds. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus. Attendance and punctuality are expectations of the position. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet. The employee interacts with the public, students, and other staff and occasionally meets multiple demands from several people. The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.