Office Staff - Secretary to the Chief Human Resources Officer

(Using a computer is suggested to complete application. Phones are not always compatible.)

POSITION PROPERTIES

Position Title

Secretary to the Chief Human Resources Officer

Schedule / Grade

Support Staff / 30

Job Code

94ADSUP519

FLSA

Non-Exempt

Calendar

HRLY-WH

Benefits

Benefit-eligible

Contract Type

None

Bargaining Unit

None

Revised Date

5/27/2025

PURPOSE

The Columbia Public School District is seeking a secretary for the Chief Human Resources Officer.

ESSENTIAL RESPONSIBILITIES AND DUTIES

• Manage the Chief Human Resources Officers Outlook calendar coordinate meetings and events prepare briefing materials and ensure all logistics and follow-up are handled independently and efficiently.
• Serve as a representative of the CHRO Directors and department in communications with staff administrators and external contacts to address inquiries resolve issues and gather relevant data.
• Provide clerical and administrative support including taking notes during HR meetings maintaining department calendars and arranging conference registrations and travel for HR leadership.
• Prepare and compile expense and data reports support research and respond to policy and procedure inquiries as appropriate.
• Coordinate and prepare items and personnel documents for monthly Board of Education meetings.
• Support the collective bargaining process by preparing notices publishing public meeting information and setting up meeting spaces and materials.
• Arrange internal HR meetings and events and serve as a backup to other HR positions as needed.

Leave Management Responsibilities

• Coordinate and manage employee leave processes in compliance with the Family Medical Leave Act (FMLA) Americans with Disabilities Act (ADA) and other leave types including COVID-related bereavement military unpaid and emergency leave.
• Communicate with employees and supervisors regarding eligibility required documentation accommodations and timelines ensuring confidentiality throughout the process.
• Track and maintain leave records eligibility status and return dates in the HRIS system (Business Plus); run reports and monitor hours or restrictions as applicable.
• Enter leave-related substitute requests in AESOP and serve as a backup for substitute entry and absence management.

Perform other duties as necessary to support the mission and vision of Columbia Public School District.

DISTRICT EXPECTATIONS

All employees of the District are expected to adhere to the policies and regulations of the Board of Education maintain appropriate certification and competencies necessary for the position and demonstrate the values of the district at all times. For information on polices regulations and values visithttp://.

REPORTING RELATIONSHIPS

Reports To: Chief Human Resources Officer

Supervises: None

QUALIFICATIONS

Minimum: High school diploma or equivalent plus three years administrative experience. Must have a valid Drivers license and reliable form of transportation. Must be able to work Monday-Friday 7:30 a.m.- 4:30 p.m. shift schedule or Monday- Friday 8:00 a.m.- 5:00 p.m. shift schedule.

Preferred: College Degree; Experience working with FMLA procedures process and legal requirements; Experience with Business Plus (HRIS system)

Ideal candidate will have experiences with HRIS systems or comparable database systems with a good understanding of human resource and payroll processes. Previous work which demonstrates organizational skills attention to detail and ability to meet deadlines without supervision. Ability to multi-task in a fast-paced environment is critical. Professional and friendly demeanor with a demonstrated ability to work well with a variety of individuals while maintaining confidentiality.

ADA REQUIREMENTS

Language: Read and interpret documents such as instructions and procedure manuals; Write reports and correspondence; Answer telephone calls and direct callers to appropriate personnel; Demonstrate strong listening skills; Demonstrate strong written and oral communication skills

Reasoning: Interpret instructions furnished in written oral diagram or schedule form; Solve problems when such problems have a variety of concrete variables. Manage multiple tasks simultaneously.

Technology: Demonstrate strong computer skills including word processing and working with spreadsheets and databases; understand and submit online reports; Learn new systems and software.

Other Skills: Demonstrate interpersonal skills and ability to work closely with a variety of staff members; Safeguard confidential information. Be a self-starter and work independently.

Physical Demands: While performing the duties of this position an employee is regularly required to move about talk and hear; Close vision ability to look at a computer screen for long periods of time is required.

Attendance: Consistent and regular attendance is an essential function of this position.

Conditions and Environment: The work environment is consistent with a typical office environment; at times many staff members may be present and speaking simultaneously.

Prospective and current employees with disabilities are encouraged to contact human resources to discuss reasonable accommodations to perform the essential job functions.

Equal Opportunity Employer

Required Experience:

Chief