Executive Associate - Human Resources (PC 2347)

Position Title: Executive Associate Human Resources

Pay Grade: 13 Period of Employment: 12 months

Description Approved/ Revised: 07/2025 FLSA Status: Non-Exempt

Supervised by and/or Reports to: Executive Director of Human Resources

General Responsibilities: Serves as the departments receptionist and assistant to the Executive Director of Human Resources

Essential Duties:

(This list is intended solely as an illustration of the various types of work performed. The omission of specific duties does not exclude their addition if they are similar to or a logical extension of the position.)

• Provides administrative assistance to the Executive Director of Human Resources.
• Serves as department receptionist; transfers calls to the appropriate personnel.
• Scans and ensures accuracy of documents into TalentEd Records.
• Composes and/or types and disseminates correspondence memos and letters.
• Processes name and address changes in various platforms.
• Assists with employee recognition and celebrations STARS Apples & Pears etc.
• Assists in the verification of transcripts of employees and new hires using the National Student Clearing House.
• Assists with E-Verify.
• Processes departmental time entry and runs leave reports for Benefits office.
• Serves as primary contact for Employee Self Service (ESS).
• Receives reviews and tracks Child Protective Services forms.
• Assists with basic inquiries regarding job postings applications and processes using TalentEd Recruit and Hire.
• Screens logs and distributes interoffice and postal mail.
• Performs bookkeeping duties for the Department of Human Resources including budgeting travel expenses related to recruiting PCard reconciliation payment of invoices and ordering office supplies.
• Prepares documents to be submitted to the School Board.
• Communicates travel rules travel authorization and reimbursement processes with recruiters; assists with travel arrangements.
• Assists Benefits office with large projects as needed.
• Update department website.
• Serves as the departments contact for copier usage (Papercut).
• Performs other duties as assigned.

Requisite Knowledge Skills and Abilities:

• Demonstrate excellent written and verbal communication skills including the ability to successfully communicate with the public and employees.
• Possesses a sincere and courteous attitude exhibits good customer service and exercises tact and good judgment.
• Consistent ability to work effectively under minimal supervision and multi-task.
• Maintain confidentiality.
• Ability to work successfully under pressure and resolve issues in a team-based environment.
• Adept at establishing and maintaining effective working relationships with internal and external customers.
• Able to perform detailed work.
• Must possess general knowledge of office procedures.
• Operate standard office equipment such as computers copiers scanners and fax machines.
• Skilled in use of various software packages including Microsoft Word and Excel.
• Ability to type 40 wpm.

Requisite Education and Experience:

• Must possess a high school diploma or equivalent (GED); an associate degree or equivalent preferred.
• Clerical and administrative experience.
• Knowledge of Human Resources preferred.

Physical Requirements:

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see read talk hear handle or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment such as but not limited to: a personal computer calculator copier and fax machine. Some climbing stooping kneeling crouching reaching standing walking pushing pulling lifting grasping or repetitive motions required.

Manassas City Public Schools (MCPS) does not discriminate in employment nor in the provision of educational programs services and activities on the basis of race color religion national origin sex gender identity sexual orientation pregnancy childbirth or related medical conditions age marital status veteran status disability genetic information or any other basis prohibited by law.

This job description is intended to accurately reflect the position activities and requirements. It is neither intended to be nor should it be construed as an all-inclusive list of the responsibilities skills or working conditions associated with the position. The administration reserves the right to modify assign or remove duties as necessary.

Required Experience:

IC