Administrative Assistant III-12 Month (SBO-HR Dept.)

Summary Description

The HR Administrative Assistant III provides administrative support to the directors and HR staff.

Qualifications

• Associates degree or higher in business or human resources preferred
• A minimum of 3 years of experience in an administrative capacity; preference for candidates with human resources/employment experience
• Bookkeeping experience with specific knowledge and demonstrated proficiency in areas of accounting including accounts payable budget monitoring general ledger posting account reconciliation and/or fund accounting
• Exhibited strength in the use of technology to develop and maintain effective and efficient office systems structures and workflows. Specific experience in Excel and/or Google Sheets is desired with preferred experience operating and maintaining an HRIS or other employment/applicant system.
• Ability to maintain accurate records and prepare reports from such records
• Well-developed interpersonal written and verbal communication skills
• Ability to develop and maintain effective working relationships with all levels of employees and the public.
• Proven customer service skills
• Ability to prioritize and effectively perform a number of varied responsibilities
• Demonstrated ability to handle sensitive information with discretion and integrity.

Essential Duties

Essential duties are interpreted as being descriptive and not restrictive in nature. Other duties may be assigned.

• Greet and assist visitors and callers providing the first tier of friendly assistance for the department. Respond to inquiries from internal and external customers locating appropriate resources as necessary.
• Maintain and monitor HR budget and provide monthly account inquiry report to HR directors. Make recommendations for account transfers as needed.
• Facilitate the paperwork process required for new vendors to be set up in Tyler Munis.
• Process expense reimbursements for HR recruitment and travel teacher and speech language pathologist licensure renewal substitute training staff of the year award money and other expenses as appropriate.
• Manage and maintain bookkeeping records for p-card usage.
• Enter budget transfer requests in Tyler Munis.
• Manage invoices for general education contractors; work with Supervisor of Employment and Retention and Finance Department to resolve discrepancies in invoices.
• Maintain record keeping process for the HR department in accordance with the Library of Virginia requirements for retention and destruction of records.
• Create and maintain all personnel files. Disassemble and create inactive employee files and annually
• move them to storage. Reorganize active employee file cabinets as needed.
• Maintain Form I-9s and TB assessments.
• Maintain and order office supplies for the department.
• Send mail and sort and distribute incoming mail for the department.
• Maintain the HR appointment calendar HR conference room calendar time-off calendar and assist with management of calendars and appointments for the directors.
• Coordinate all requested exit interviews.
• Maintain the HR verifications email address; research and complete verification requests from school districts employers and financial organizations in a timely manner. Ensure all requests have written authorization from the employee prior to responding. Assign requests to HR Analysts or Supervisors if assistance is needed.
• Establish appointments and accommodate walk-in requests for all replacement and contractor ID badges. Discard of ID badges for terminated employees.
• Represent HR in all Safety and Security Committee Meetings. Serve as a zone leader for drills and emergencies.
• Respond to requests from government auditors for review of employee records and schedule appointments for file review with the executive director or assistant director.
• Verify absences for the HR department based on submitted timesheets and provide timesheets to the executive director for signature. Scan timesheets and forward timesheets with overtime hours to the Payroll Department. Maintain the HR department spreadsheet for tracking of comp time.
• Facilitate the completion of background check form requests from other public school divisions and file forms.
• Upload employment contracts in Tyler Munis.
• Provide coverage for Administrative Office Reception when in critical need.
• Coordinate birthday and holiday celebrations for the department.
• Select and distribute student art for the department biannually.
• Other duties as may be assigned through the immediate supervisor.

Pay Rate:

Administrative Support Grade C8 Salary Scale(credit is based on years of full-time experience in a related position)

Assignment:
Full time / 12 months /245 days

Start Date:

This positionis effective January 5 2026