Job Title: Administrative Assistant HR Exemption Status/Test: Nonexempt

Reports to: CFO/Director of Human Resources Date Revised: May 2025

Dept./School: Human Resources

Primary Purpose:

Work under moderate supervision to ensure legally sound and effective human resources management programs policies and practices. Provide support for daily human resource operations and clerical support to the director of human resources. Handle routine HR inquiries and provide responsive and knowledgeable assistance to employees.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficiency in keyboarding and file maintenance

Ability to use software to develop spreadsheets databases and do word processing

Ability to perform basic math

Ability to read speak and understand English

Excellent time management and organizational skills

Ability to effectively present information in oneonone and to small and large groups of employees

Excellent public relations organizational communication and interpersonal skills

Experience:

3 years or more advanced secretarial experience with extensive contact with people

Major Responsibilities and Duties:

HR Support

1. Handle routine HR inquiries to ensure a high level of service and responsive knowledgeable support for employees. Explain HR policies and practices to employees as appropriate.
2. Maintain HR information database to ensure that employee information is accurate current and reliable.
3. Maintain position control system in an accurate and timely manner. Reconcile job descriptions with position control to ensure that there is a job description for every job. Follow up with the supervisor to make certain that job descriptions are reviewed and updated on a regular basis.
4. Receive and process applications including verifying completeness of files and notifying those not selected for employment.
5. Process new hire paperwork including criminal history information references and other application materials.
6. Process Service Records both incoming and outgoing

Reports and Correspondence

1. Prepare and distribute or post job vacancy announcements and advertisements.
2. Compile maintain and file all reports records and other documents as required including preparing various federal state and local reports.
3. Prepare correspondence forms and reports according to district standards and requirements.

Payroll/Benefits

1. Process monthly payroll and TRS.
2. Maintain Employee Benefits including all changes new enrollments and reconciling monthly billing statements to the district database.
3. Manage Open Enrollment Event
4. Annual W2 and 1095 processing

Other

1. Answer and respond to incoming calls take reliable messages and route to appropriate staff.
2. Assist employees and applicants to complete applications and required paperwork.
3. Prepare and distribute employee contracts and letters of reasonable assurance.
4. Assist with data entry and maintenance of information in the employee database.
5. Maintain a high level of confidentiality.
6. Follow district safety protocols and emergency procedures.
7. Other duties as assigned.

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals; imaging equipment

Posture: Frequent walking standing bending/stooping and reaching. Occasional pushing/pulling and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light to moderate lifting and carrying (less than 44 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Reviewed by Date

Received by Date