Executive Assistant to the Assistant Superintendent of Human Resources (2480)

October 1 2025

We announce the following vacancy in the Rochester Community Schools.

EXECUTIVE ASSISTANT TO THEASSISTANT SUPERINTENDENT OF HUMAN RESOURCES

1.0 FTE

• Associates Degree Bachelors degree preferred.
• Three to five years prior experience as a secretary or administrative assistant preferable in a K-12 public school setting
• Prior experience in human resources preferred.
• Highly proficient in the application and use of Microsoft Office suite and Google Workspace
• Ability to exercise independent judgement in making decisions in accordance with established District policies and procedures
• Demonstrated focus on providing outstanding customer service to employees administrators and the public.
• Ability to work independently set priorities multi-task meet critical deadlines accurately and handle detailed information and reports.
• Understanding of state certification and licensing requirements for District staff preferred.
• Flexibility and organizational skills to handle multiple and competing assignments which may extend beyond the regular work day
• Ability to deal with confidential and highly sensitive matters understand education regulations and laws.
• Excellent communication skills to include verbal grammatical and writing skills
• Ability to establish and maintain effective working relationships with staff and school community.
• Ability to identify areas of concern and take the initiative and respond appropriately.
• Demonstrated ability to work as an effective team member and establish positive working relationships with others and serve as an integral part of the Executive Staff and Human Resources department team.
• Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

REPORTS TO: Assistant Superintendent of Human Resources

JOB GOAL: To provide assistance and support to the Assistant Superintendent of Human Resources for maximum impact on the educational system.

PERFORMANCE RESPONSIBILITIES: The performance responsibilities listed below represent an overview of the responsibilities for this position.

1. Provide administrative support to the Assistant Superintendent of Human Resources Director of Human Resources and Employee Relations Assistant Superintendents and Superintendent as needed.
2. Serve as a liaison between the Assistant Superintendent of Human Resources and other departments attending to routine administrative matters and a coordinating interdepartmental matters.
3. Assist the Assistant Superintendent of Human Resources and Director of Human Resources and Employee Relations in hiring of administrative and instructional staff.
4. Prepare and maintain all electronic postings for instructional and administrative postings for the online application system.
5. Create and maintain human resource forms and personnel related databases to promote technical efficiency (online and paper).
6. Assist Assistant Superintendent of Human Resources with maintenance of the human resource department budget and perform administrative duties required by business office for reconciliation.
7. Process and maintain applications for employment for instructional/administrative positions.
8. Assemble new hire packets and prepare personnel files ensuring all required documentation is obtained.
9. Prepare Human Resources report and HR related materials for teachers and administrators for Board of Education approval.
10. Process new teachers administrators (contracts files paperwork Frontline and Business Plus)
11. Send letters/emails to instructional/administrative applicants regarding applications interviews status.
12. Work with Director of Human Resources and Employee Relations to coordinate recruiting efforts.
13. Review and communicate changes or issues with online applicant system.
14. Assist administrators/principals with online application system and searching for applicants.
15. Monitor track and record administrative teacher and ancillary staff certificates and licenses. Notify staff of expiring certificates/licenses.
16. Prepare all notices regarding salaried employment (i.e. salary hours position building assignment stipends education and terminations) including database changes.
17. Process new teachers administrators (contracts files paperwork in online databases).
18. Prepare labor relations materials including negotiation proposals and master agreements as required.
19. Post all required notices such as collective bargaining agreements required evaluation postings on the districts web page.
20. Review process and maintain all coaching contracts and database.
21. Participate in weekly Human Resource leadership meetings and other Human Resource departmental meetings.
22. Process requests for teacher references request for verification of service credit certificate renewal or unprofessional conduct.
23. Maintain grievance and discipline logs for all employee groups (instructional administration).
24. Maintain Title IX complaint/investigation records.
25. mental supplies processes departmental mail accordingly and filing.
26. Maintain personnel related databases when appropriate and promote technical efficiency.
27. Compile research analyze maintain and present data and serve as project lead as requested.
28. Obtains gathers and organizes pertinent data in support of and in preparation for negotiations and all grievance matters.
29. Maintain seniority list for teaching staff.
30. Assists in the implementation of personnel policies and procedures.
31. Perform other duties as assigned by the Assistant Superintendent of Human Resources.

TERMS OF EMPLOYMENT:

1. 12 month position
2. 8 hours per day
3. Salary and benefits per EXEC Assistant Personnel Manual

WORKING CONDITIONS:

1. An employee working in this assignment will be required to sit for long periods of time and work on a desktop computer.
2. Data entry and record search is a large part of the duties of this position and repetitive hand motion will be required.

Revised 3/1/90; 11/93; 2/1/94; 12/97; 07/11 4/18 9/25

APPLICATION PROCEDURE:

Interested and qualified applicants must complete an online application at

PROCESS:

Selection of an individual to fill this vacancy is determined by the appropriate administrators based upon experience qualifications and professional attributes.

Required Experience:

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