Administrative Secretary II- Human Resources

JOB SUMMARY

The Administrative Secretary II is responsible for performing office management activities that will ensure the smooth and efficient operation of the Human Resources Department and provide support to the Executive Director of Human Resources. This position regularly exercises independent judgment and discretion in efficiently and effectively accomplishing complex and difficult tasks in support of the office.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (other duties as assigned)

• Maintains confidentiality of all confidential material; displays unquestionable integrity.
• Maintains general information and knowledge of school district operations.
• Records notes by shorthand, oral dictation or speedwriting.
• Accurately prepares reports from raw data, which include generating charts and graphs on the computer.
• Deals extensively with all levels of District staff and the community.
• Prepares letters and communication from shorthand notes or dictated tapes .
• Processes mail for the Executive Director, sorting and arranging for immediate attention, appending and attaching relevant materials from files or records and interpreting incoming messages and correspondence.
• Gives and receives information requiring independent judgment or discretion regarding specific business of the district, by telephone or direct personal contact.
• Prepares and writes routine correspondence dealing with subject matter using discretion and judgment, replying to inquiries presenting or requesting information.
• Types a variety of forms, reports and records from a variety of primary reference sources.
• Maintains files, keeps current by entering data, reviews and examines for errors and correction in accordance with established practice.
• Can prioritize multiple tasks; work under stress; can work with frequent interruptions.
• Confers with Executive Director concerning work priorities.
• Maintains appointment schedule for administrator.
• Calculates and computes expenses, receipts and other data for daily and periodic records.
• Maintains department budgets.
• Can query District data systems for needed information.

SUPERVISORY RESPONSIBILITIES:

• No direct supervisory responsibilities. Works in partnership with the HR Leadership Team to support other clerical staff within the HR department.

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:

• One course at or above the high school level in each of the following: English, Grammar, General Office Practice, Typing and/or Shorthand, speedwriting or oral dictation.
• Experience in working effectively with administrators and other staff personnel.
• Experience with Microsoft Office Software including but not limited to EXCEL, WORD, Power Point.
• High school diploma or equivalent.
• Formal secretarial training preferred.
• Five (5) years secretarial/office management experience requiring the use of judgment and independence in the performance of duties.

LANGUAGE SKILLS:

• Ability to write routine reports and correspondence.
• Ability to effectively present information and respond to questions from administrators, staff and the general public.
• Spanish language literacy preferred, not required.

MATHEMATICAL SKILLS:

• Ability to work with mathematical concepts such as probability and statistical inference.
• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY:

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of complex instructions furnished in written, oral diagram, or schedule form.

OTHER SKILLS AND ABILITIES:

Must have strong communication, computer, and interpersonal skills. Must have ability to learn and utilize new software programs as systems are upgrades. Typing and shorthand required with good grammatical spelling and punctuation.

Must be able to pass an Administrative Secretarial Skills Assessment with a minimum of 80% with a typing skill level of 60 wpm. .Must be able to apply knowledge of current research and theory in specific field and possess the ability to establish and maintain effective working relationships with staff and the school community. Ability to speak clearly and concisely both in oral and written communication.

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 sit and talk or hear. The employee frequently is required to walk and use fingers, tools, or controls. The employee is occasionally required to stand and reach with hands and arms. Specific vision abilities required by this job include close vision, color vision, and depth perception. Occasionally the employee will lift up to 10 lbs. such as to lift files and paper.

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 continuously is interacting with the public and staff.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) 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.