Administrative Assistant IV - Human Resources

CHANDLER UNIFIED SCHOOL DISTRICT

JOB DESCRIPTION

CLASSIFICATION: OFFICE

TITLE: ADMINISTRATIVE ASSISTANT III

CALENDAR: 2611

SALARY: Grade 119

Job Goal

Provides administrative support to the Associate or Assistant Superintendent of Human Resources as well as handle project assignments. This position requires a high level of discretion and confidentiality and the ability to manage relationships internally and externally.

Minimum Qualifications:

• High school diploma or equivalent with emphasis on appropriate business courses
• Three or more years of related experience required
• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Ability to function well in a high-paced and at times stressful environment
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems
• Proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Core Job Functions:

• Provides high-level administrative support and assistance to the Associate or Assistant Superintendent of Human Resources.
• Manage sensitive matters with a high level of confidentiality and discretion.
• Ability to communicate effectively and professionally.
• Works independently, proactively, and uses sound judgement skills daily.
• Provide leadership as necessary for office personnel.
• Assist the Associate or Assistant Superintendent with a variety of responsibilities and special projects.
• Maintains calendar for the Associate or Assistant Superintendent; schedules meetings as needed.
• Performs internal and external office communication, email, voicemail, and miscellaneous written correspondence.
• Screens and routes incoming telephone calls.
• Files, makes copies, makes room reservations and other general tasks.
• Organizes and maintains the Human Resources filing system; ensures accuracy and completeness of confidential personnel files and employee records; and files and retrieves documents.
• Maintains employee confidence and protects operations by keeping Human Resource information confidential.
• Manage, organize, and report date related department/district needs.
• Collaborate with district Finance Department on issues related to department budget.
• Excellent self-management skills.
• Possess a level of detail and accuracy, drive for results, and the ability to anticipate business needs before requested. Be forward planning.
• Exhibit strong written and communication skills.
• Provide prompt and efficient customer service and information to employees.
• Support co-workers as needed to ensure a smooth and efficient work environment for all departmental leaders.
• Coordinate with Associate or Assistant Superintendent of HR, department directors, executive assistants, administrative secretaries, and Board Executive Assistant to ensure timely, accurate and comprehensive agenda items.
• Manage multiple projects simultaneously and meet deadlines.
• Knowledge of operational processes, procedures, and policies.
• Ability to learn Human Resources software applications.
• Schedule, plan and coordinate special events for the Human Resources Department.
• Manage department webpage.
• Receives incoming communication or memos, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Creates purchase orders and order supplies.
• Perform related duties as requested.
• Perform all duties in a safe and prudent manner.

Core Values/Professional Qualities:

• Respond to all internal and external customers, as it relates to position, in a prompt, efficient, friendly, and patient manner
• Function effectively as a team member
• Be responsible, reliable, and punctual
• Be flexible and adaptable to change
• Positively accept direction
• Establish and maintain courteous, cooperative working relationships with students, staff, and parents
• Direct constructive criticism toward improving the district
• Exercise positive problem-solving behavior and conflict resolution skills
• Adhere to the dress code appropriate to the site and job
• Share sensitive student and staff information on a need-to-know basis
• Be a positive role model
• Work with a large cross section of people in a professional and non-judgmental manner

Physical Requirements – Office

Positions in this classification typically require stooping, kneeling, crouching, standing, walking, sitting, finger or manual dexterity, repetitive finger motion, speaking, hearing, seeing (with correction), focusing ability, or other factors applicable for the job. Employees may be subject to travel, odors, dust, poor ventilation, workspace restrictions, and loud noises. Employees may be required to lift or exert up to 20 pounds of force to move objects occasionally, and up to 10 pounds of force to move objects frequently. 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.