Administrative Assistant III - Div of HR & Talent Management
License and Certification Qualifications: None required.
Education Qualifications: High school diploma or equivalent required. Bachelor's degree in related field preferred.
Experience Qualifications: Ten years administrative assistant or equivalent acceptable experience required. Human resources and/or personnel related work experience preferred.
Skills Qualifications: Accurate typist with minimum 70 WPM typing skills; demonstrated skills in oral and written communication; demonstrated skills in organization and problem solving; ability to follow oral and written instructions quickly and accurately; ability to detect and correct errors in standard English language usage; ability to record and issue minutes of meeting by shorthand and/or computer; strong calculator and mathematics skills; exceptional calendar and file management skills; excellent telephone and public relations skills; experience in the use of PeopleSoft and BoardDocs (eAgenda) software; ability to manage several large projects at any given time; knowledge of state and local governmental operations; competent technology skills in word processing, graphics, spreadsheets, and experience using the Microsoft Office Suite and Lotus Notes; ability to effectively perform multiple tasks; and ability to prepare reports and draft professional business correspondence.
Primary Responsibilities: Provide executive administrative support to the Associate Superintendent, Human Resources and Talent Management in the Human Resources and Talent Management Division.
1. Perform general administrative duties.
a. Take and transcribe dictation of various types including, but not limited to, letters, memos, reports, and minutes of meetings.
b. Maintain an accurate schedule of activities for supervisor and ensure supervisor is informed of schedule.
c. Prepare various minutes, reports, work orders, memoranda, and purchase orders as needed to maintain the efficient and effective operation of the office to which assigned.
d. Maintain planner for the human resources staff and keep the Associate Superintendent, Human Resources and Talent Management informed.
e. Develop spreadsheets, graphs, charts, and presentation documents.
f. Process the data entry of the recruiting efforts of the division.
g. Arrange the recruiting trips of the Associate Superintendent, Human Resources and Talent Management.
h. Process the data entry of leave accounting and miscellaneous payroll for the Human Resources and Talent Management Division as requested by supervisor.
i. Maintain and monitor Human Resources and Talent Management Division budget as requested by supervisor.
2. Perform general clerical duties.
a. Organize and efficiently maintain the files and records of the Human Resources and Talent Management Division.
b. Operate and maintain various office machines including, but not limited to, copiers, fax machines, scanners, computers, and calculators as needed to ensure efficient and effective office operations.
c. Organize and maintain division office software and reference materials efficiently.
3. Communicate with other people in a businesslike, courteous, and efficient manner.
a. Act as the division receptionist both in person and over telephone.
b. Ensure that correspondence and other documentation sent from the office conforms to standard English usage.
c. Utilize telecommunication equipment courteously in the efficient operation of the office.
d. Route incoming and outgoing correspondence accurately.
4. Cooperate with and maintain a positive relationship with all Human Resources and Talent Management Division personnel.
5. Cooperate with and maintain a positive relationship with other school system employees.
6. Assist with new projects as assigned.
7. Perform other duties as assigned.