Human Resources Secretary

TITLE:Human Resources Secretary REVISED 03/27/25 LOCATION: Millcreek Education Center APPROVED 04/21/25

DAYS: Monday - Friday260/Year

TIME: 8:30am - 4:30pm

QUALIFICATIONS:

1. Advanced secretarial experience preferred.

2. Education beyond high school diploma or prior secretarial experience preferred.

3. Excellent interpersonal skills required.

4. Maintain strict confidentiality of District and school business.

5. Ability to work with all levels of management.

6. Such alternatives to the above as the Board may find appropriate and acceptable.

REPORTS TO:Director of Human Resources

PERFORMANCE RESPONSIBILITIES:

1. Onboard instructional and non-instructional candidates and assist with HRIS navigation.
2. Enter all incoming documents into HRIS for new and existing employees.
3. Review clearances for all new employees verifying no infractions are preset.
4. Schedule drug testing for all new employees and board approved volunteers.
5. Work closely with Human Resources Director Human Resources Generalists and Executive Assistant to the Superintendent to prepare human resources report for bi-monthly board meetings. Distribute board meeting minutes to relevant administrative personnel following the meeting.
6. Ensure that board letters are prepared and mailed in a timely manner.
7. Work closely with Human Resources Director Chief Financial Officer and Purchasing Agent to manage budget for human resources department.
8. Monitor departmental supplies and place orders as necessary.
9. Complete the necessary paperwork for volunteers ensuring that all clearances and driving records (if applicable) are free of infractions.
10. Facilitate the processing of paperwork for food service transportation outside contractors outsourced School Security Officers and external service providers operating within our schools to ensure compliance with district criteria and confirm that all clearances are free of violations.
11. Monitor clearances for above vendors to ensure clearances are current.
12. Manage the Act 168 database and ensure the timely uploading of completed documents to the HRIS.
13. Monitor and respond to emails directed to the Human Resources inbox and distribute as necessary.
14. Answer and manage incoming calls for the HR Department and the HR Director.
15. Oversee the badge management system including processing new ID cards uploading school affiliations when employees transfer and preparing badges for lost IDs.
16. Maintain the drivers license database and conduct annual verification of records.
17. Maintain agreement binders for administration.
18. Prepare conference room(s) for interviews/meetings scheduled through Human Resources.
19. Retrieve and file documents in the archive as requested by the Human Resources teams.
20. Purge employee records annually.
21. Cover the front desk as needed.
22. Process all Volunteer Applicants.
23. Maintain compliance and keep up to date all clearances for coaches outside contractors and volunteers.
24. Responsible for sending out reassurance letters to all term employees and year to year employees.
25. Assist with the collection of necessary information needed to process unemployment compensation claims when needed.
26. Check and respond to the Human Resources email and open date stamp and process the Human Resource office correspondence.
27. Schedule drug testing for all new employees hired and reconcile drug test sales receipts to Purchasing Agent.
28. Assist with absence system when needed.
29. Send drivers license checks to the insurance carrier for verification and notify transportation department and appropriate supervisor the results.
30. Update in the HRIS system the information received in personnel from the Employee Information Change Form and forward information to necessary departments.
31. Any other duties assigned by the Superintendent or their designee.

POSITION SPECIFICATIONS:

PHYSICAL DEMANDS

1. Ability to sit talk and hear.
2. Ability to stand walk climb balance stoop kneel crouch or crawl and move quickly when necessary.
3. Ability to lift and/or move up to 50 pounds.

SENSORY ABILITY

1. Ability to speak clearly and distinctly.
2. Auditory acuity to be able to use telephone.
3. Visual acuity to read correspondence and computer screen.

WORK ENVIRONMENT

1. Indoor environment.

TEMPERAMENT

1. Ability to work as a member of a team.
2. Must be courteous.
3. Must be cooperative congenial and service-oriented and promote these qualities in the building.
4. Ability to work in an environment with frequent interruptions.

COGNITIVE ABILITY

1. Ability to follow written and verbal directions.
2. Ability to demonstrate good written and verbal skills.
3. Ability to effectively present information in one-on-one and small group situations to students staff and other employees of the organization.
4. Ability to read write and do computations.
5. Ability to work independently and make work-related decisions.
6. Ability to complete assigned tasks with minimal supervision.
7. Ability to exercise good judgment in prioritizing tasks and problem-solving.
8. Ability to use correct grammar sentence structure and spelling.
9. Ability to communicate effectively at all organizational levels.

The information contained in this job description is for compliance with the American with Disability (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding the position and additional duties may be assigned.

TERMS OF EMPLOYMENT:Work year and salary in accordance with the General Teamsters Local Union No. 397 Collective Bargaining Agreement.

EVALUATION:Performance will be evaluated annually by the Director of Human Resources.