Administrative Assistant (8 Hours260 Days) (Late April Start Date)

Position Title: Administrative Assistant

Department: Human Resources & Administration

Reports To: Chief Officer of Human Resources & Administration

FLSA Status: Non-Exempt

SUMMARY:

Provides secretarial services accurate file and record information and project assistance along with a variety of other tasks to enhance the smooth and efficient operation of the office of the Chief Human Resources and Administration Officer (CHRAO). Coordinates and communicates information between Human Resources and Administration and other departments and/or schools. Communicates information to the South Carolina Department of Education (SCDE) and other governmental entities as directed by the CHRAO. Also provides necessary image of the office to internal and external visitors.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (Other duties may be assigned)

• Issues employment contracts to all newly hired certified employees.
• Monitors certification status for all newly hired certified employees communicates with employees and supervisors as necessary to ensure completion of certification requirements and notifies supervisor of any areas of concern.
• Prepares confidential memos and personnel appointment lists for all Board of Education meetings.
• Plans and prepares for leadership interviews as needed to include printing interview materials contacting and scheduling interview committee members and ensuring lunch and snacks are available.
• Classifies files and retrieves materials maintains current files updates files as needed and eliminates/purges out-of-date materials and/or files.
• Greets visitors giving directions to meeting places and other information as necessary.
• Types prepares and distributes files records and reports. Handles correspondence mailings etc.
• Answers calls takes routine messages and initiates telephone calls to give or arrange appointments or meetings for the CHRAO. Maintains calendar schedules appointments and secures meeting locations for the CHRAO.
• Maintains records and files for the Human Resources and Administration department.
• Orders processes and maintains office materials and equipment for the Human Resources and Administration department.
• Operates standard office equipment.
• Distributes correspondence flyers and written communication.
• Serves as a key operator for office equipment and calls for service when necessary.
• Maintains budget accounts for the Human Resources and Administration department.
• Prepares requisitions for office supplies and disbursement encumbrances.
• Gathers information from files or other sources to assist in preparing reports and/or surveys for the CHRAO.
• Composes letters and memorandums as instructed by CHRAO.
• Obtains opens and routes incoming mail and composes and furnishes rough drafts for approval or revision.
• Prepares mail for courier delivery and postal services.
• Assumes responsibility for any special assignment deemed necessary by the Human Resources and Administration department.
• Performs other duties as may be assigned by the Supervisor.

JOB SPECIFICATIONS

EDUCATION and/or EXPERIENCE:

High School diploma or general education degree (GED) plus a minimum of five years secretarial or office experience and/or training. Ability to manage highly confidential information is required. Experience with certified contracts and knowledge of State Department of Education processes for certification required.

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

CERTIFICATES LICENSES REGISTRATIONS:

Not applicable.

SUPERVISORY RESPONSIBILITIES:
Not Applicable

LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers employees or organizations.

MATHEMATICAL SKILLS:
Ability to add subtract multiply and divide in all units of measure using whole numbers common fractions and decimals. Ability to compute rate ratio and percent and to draw and interpret bar graphs.

REASONING ABILITY:
Ability to interpret and apply common sense understanding in carrying out instructions furnished in written oral diagram or schedule form. Ability to analyze information and use logic to address work related issues and problems. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

OTHER SKILLS and ABILITIES:
Ability to pass a typing test at 55 words per minute. Ability to operate a personal computer and related software. Ability to communicate clearly and concisely both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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 quiet.

TERMS OF EMPLOYMENT:

12 months

Level 112 Pay Scale

EVALUATION:

Performance of this job will be evaluated annually according to Board Policy.

The information contained in this job description is for compliance with the American with Disabilities Act (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 this position and additional duties may be assigned.

Updated 2025

Required Experience:

Junior IC