Personnel AssistantAssistant to the Superintendent
Personnel AssistantAssistant to the Superintendent
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Department: Personnel/HR
Contract Length: Approximately 220 days
Hours Per Day: 8
BASIC FUNCTION:
Coordinate and oversee the preparation of the Board agenda; perform a wide variety of responsible personnel clerical duties in the areas of recruitment substitute employees orientation and workers compensation; prepare and maintain personnel records files and related reports; provide information and assistance in person and on the telephone to District personnel staff and the public regarding personnel matters.
REPRESENTATIVE DUTIES:
- Assist the Superintendent with administrative matters; interview callers exercising considerable judgment and applying experience in making decisions; provide information in accordance with established procedures and policies; refer problems requiring technical answers to appropriate administrators.
- Coordinate preparation of the Board of Education agenda; assure proper content format order and supporting documentation; confer with submitting departments as needed regarding revisions and corrections; incorporate materials into resolution form for presentation to the Board; attend Board meetings.
- Oversee and coordinate the preparation of official minutes of Board meetings; maintain official record of the minutes.
- Provide assistance to the Board of Education as needed including research of policy questions and coordination of Board requests and activities; maintain subject indexes of Board actions for historical and reference purposes; maintain other records required by policy regulations or law.
- Take and transcribe dictation including information regarding confidential matters; attend a variety of meetings and record proceedings in a prescribed manner.
- Remain current concerning issues situations and conditions of special interest to the Superintendent and Board members.
- Attend and participate in a variety of administrative meetings.
- Exercise discretion in disseminating information explaining policies and procedures and speaking as directed for the Superintendent in personal and telephone contacts and meetings.
- Research records and obtain information from other offices and agencies as necessary to perform assigned duties.
- Compose effective correspondence independently; reference policies rules and regulations in preparing correspondence; review and edit material prepared by others.
- Conduct research of problems and situations consulting with involved staff members investigating policies and procedures and gathering background materials; prepare reports involving research as directed for use by the Superintendent.
- Consult with District personnel and others concerning specific issues and situations.
- Perform a wide variety responsible personnel and clerical duties related to recruitment placement of substitute employees orientation and workers compensation.
- Provide information and assistance in person or on the telephone to District personnel staff and the public regarding a variety of personnel matters such as position vacancies fringe benefits and personnel regulations policies and procedures.
- Receive and document messages and correspondence regarding teacher and classified employee absences; notify school or office of absences and respective substitutes.
- Arrange for teacher substitutes as necessary; maintain records regarding teacher substitutes.
- Distribute receive record and maintain files on job applications transcripts fingerprints examinations credentials and other information; review for completeness and compliance; schedule necessary interviews and appointments.
- Recruit and place advertisements for substitute and certificated personnel; place ads in appropriate media; obtain background information and review for compliance.
- Orient new employees and provide necessary information; assist in the enrollment in fringe benefits programs and in the completion of necessary documentation; process salary placement forms making changes as required.
- Process workers compensation claims; assure compliance and completion of required documentation; provide information and explain regulations to District personnel.
- Prepare type update maintain and process a variety of forms reports bulletins records schedules lists and files according to established policies procedures regulations; verify and post information as necessary to assure completeness and accuracy.
- Compose and type letters memoranda lists and other materials according to established procedures.
- Operate office equipment such as a typewriter computer terminal printer calculator answering machine copier and multiline telephone.
- Order and maintain office supply inventories.
- Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
- Personnel office methods practices and procedures.
- District organization operations policies and objectives relating to personnel activities.
- Applicable sections of State Education Code and other applicable laws regarding assigned personnel activities.
- Recordkeeping techniques.
- Operation of a computer terminal and other office equipment.
- Oral and written communication skills.
- Telephone techniques and etiquette.
- Correct English usage grammar spelling punctuation and vocabulary.
- Interpersonal skills using tact patience and courtesy.
ABILITY TO:
- Perform responsible personnel clerical duties in the areas of teacher substitutes recruitment placement and workers compensation.
- Maintain personnel records and files and prepare related reports.
- Learn and apply rules regulations involved in assigned activities.
- Learn and apply applicable sections of State Education Code and other applicable laws.
- Maintain the security of confidential materials.
- Appropriately apply personnel rules and related procedures.
- Determine appropriate action within clearly defined guidelines.
- Communicate effectively both orally and in writing.
- Maintain records and prepare reports.
- Type at an acceptable rate of speed.
- Establish and maintain cooperative and effective working relationships with others.
- Meet schedules and time lines.
- Work independently with little direction.
EDUCATION AND EXPERIENCE:
Any combination equivalent to: high school diploma G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and one year responsible clerical experience.
Employment Type
Full-Time
