Long Term Substitute Executive Assistant to the Director of Human ResourcesHR Specialist

This position will be filled through our staffing agency partner ESS. All applications will be forwarded to ESS for review.

Summary/Objective: The Executive Assistant to the Human Resources (HR) Director is responsible for performing a variety of duties designed to support the HR Director as well as the needs of the HR Department. The Executive Assistant performs various confidential high level administrative and employee relations duties related to a variety of HR departmental functions and fosters a positive image of the HR department and Bucks IU. This position regularly manages sensitive information which requires exercising sound judgement in safeguarding the confidentiality of this information.

Essential Functions:

1. Confidential Employee:

o Maintain a thorough knowledge of the organization and function as an extension of the Director of HR. Manage all inquiries and requests for the HR Director assessing their urgency confidential nature and importance; and respond to requests not requiring the attention of the HR Director. Compile and maintain the security of confidential information; exercise judgement and understanding in recognizing potentially sensitive or confidential subjects such as employee data including performance evaluations disciplinary actions and other employee related items (if applicable).

2. Calendar/Schedule Management:

o Assist with the management of the HR Directors calendar plan and schedule meetings; make travel arrangements including conference registration and hotel reservations when necessary. Assist with the planning and preparation of all meetings and events facilitated/chaired by the Director of HR including the reservation and preparation of rooms ensuring nameplates are available preparing agendas and meeting documents and ordering and overseeing catering arrangements.

3. Communication:

o Coordinate organize compile and communicate information relevant to internal and external meetings including but not limited to email voicemail and written correspondence with the HR Directors network of colleagues Bucks IU employees educational institutions community agencies Pennsylvania Department of Education Board of Directors state and federal agencies school districts various stakeholders superintendents (if applicable) school district administrators administrative staff and all other staff or outside participants.

o Prepare correspondence compose letters reports such as board mini-reports ad-hoc special reports departmental program intelligence reports superintendent research briefs etc. Provide support in proofing documents sharing drafts of documents for revisions duplicate and distribute materials as necessary.

o Coordinates organizes compiles and communicates information relevant to meetings with district administrators and administrative staff. These duties include drafting agendas for the Director of HR based on ongoing communications from the following meetings: weekly staff meetings Advisory Council meetings and any other departmental meeting that requires communication.

o Maintain departments SharePoint site updates all documents and shared information.

4. Standard Operating Procedures (SOP):

o Assists in the SOP creation/management for the Division including ensuring that SOPs are up-to-date and distributed appropriately.

o Oversees maintenance of division SOPs including updates storage and distribution of all written documents.

HR Department Specific Functions:

o Compile and maintain the security of confidential information such as employee investigations salaries contracts employee issues sensitive information to the Board departmental and organization information; exercise judgment and understanding in recognizing potentially sensitive or confidential subjects.

o Manages and tracks all employee related correspondence including but not limited to correspondence letter review and disciplinary correspondence distribution coordination of all communications (via phone email mail and/or face to face meetings) and managing the performance improvement plan timeline for any employee placed on such a plan.

o Maintains HR Directors SharePoint site Listserv and meeting schedules and communications. Maintains Listserv group and SharePoint portal group for HR Advisory Council members Manages budget invoices and payments for HR HRMS system contracts and vendors.

o Manages and maintains the unemployment compensation process. This includes maintaining all unemployment compensation records preparing and processing all unemployment claims managing any unemployment appeals requests when necessary and/or attending unemployment hearings or appeal hearings. The HR Executive Assistant is also responsible for reviewing and processing of the quarterly Unemployment Compensation reports.

o Reviews edits and generates all personnel action forms and/ or New Hire Forms (PAFs and NHFs) for any/all staffing changes.

o Handles personnel agenda for board meetings and complete board letters.

o Maintains organizational charts for HR department.

o Manages all internal HR Department purchases and reconciles for yearly budget planning. Partners with Bucks IU Business office for departmental Purchase Requisitions.

o Reconciles and manages HR Directors PNC P-Card account. Includes uploading receipts inputting budget information and entering any relevant purchase information.

o Inputs new contract/agreement information into Contract Logix for HR Department and legal review.

o Submits Board Doc information and request for any HR Department Board motions.

o Assists in verification and submitting monthly Personnel Agenda for Board Agenda.

Other Duties:Position description does not express nor does it imply that the above duties are the only duties to be performed by the incumbent(s) in this position. Additional duties may be assigned as needed.

Competencies:

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in-group problem solving situations; Uses reason even when dealing with emotional topics.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Interpersonal Skills - Focuses on solving conflict not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others ideas and tries new things.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyones efforts to succeed.
• Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
• Cost Consciousness - Works within approved budget; Contributes to profits and revenue; Develops and implements cost saving measures; Conserves organizational resources.
• Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.
• Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organizations goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Strategic Thinking - Develops strategies to achieve organizational goals; Understands organizations strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.
• Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change delays or unexpected events.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability - Follows instructions responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
• Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others attention.

Supervisory Responsibility: There is no supervisory responsibility with this position.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this Job the employee is regularly required to sit and use hands. The employee is frequently required to walk; reach with hands and arms and talk or hear. The employee may be required to stand for long periods and to climb or balance and stoop kneel crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision distance vision color vision peripheral vision depth perception and ability to adjust focus.

Position Type/Expected Hours of Work: This is a full-time 260-day calendar position. Days and hours of work are Monday through Friday. Hours of work are from 8:30 a.m. to 4:30 p.m. Hours are dependent on the needs of the districts. Occasional evening and/or weekend work may be required as job duties demand.

Travel: Little travel to client locations is expected for this position.