Administrative Assistant to Assistant Superintendent for Human Resources

TITLE: Administrative Assistant to Assistant Superintendent for Human Resources

REPORTS TO: Assistant Superintendent for Human Resources

FLSA: Exempt

GRADE: D

WORK CALENDAR: 248

FTE: 1.0

REVISED DATE:05/06/2026

SUMMARY:Provides administrative and operational support to the Assistant Superintendent of Human Resources by coordinating projects managing HR processes preparing reports and Governing Board items supporting recruitment and onboarding maintaining budgets and records and ensuring effective communication with staff parents vendors and community members.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Communicates and collaborates professionally and positively with all staff groups; serves as a liaison between the Assistant Superintendent directors principals assistant principals specialists certificated and classified staff parents and community members.
• Manages and coordinates the Districts employee online annual training system and related processes.
• Maintains effective communication and follow-up with departments and schools regarding assigned Human Resources projects and initiatives.
• Coordinates special projects including the development of timelines meeting minutes procedures and progress monitoring to ensure successful completion.
• Prepares and processes Governing Board agenda items and supporting documentation for Board meetings.
• Coordinates the screening onboarding and hiring support processes for administrative-level employees in accordance with District policies and procedures.
• Manages and coordinates activities related to Dysarts Phased Retirement Program.
• Supports Human Resources administration with personnel management functions including oversight and reconciliation of employee timekeeping records.
• Assists in monitoring and managing the Human Resources budget; prepares requisitions and processes purchase orders in compliance with District policies and Uniform System of Financial Records (USFR) guidelines.
• Coordinates meetings appointments and schedules for the Assistant Superintendent with administrators staff parents and community members as needed.
• Maintains professional working relationships with vendors and external partners supporting Human Resources operations.
• Prepares accurate reports correspondence presentations and other professional documents in a timely manner.
• Organizes and maintains confidential files databases records and budget documentation to ensure accessibility and accuracy.
• Assists in preparing and distributing information for teachers principals administrators Governing Board members and the public.
• Performs a variety of administrative and clerical duties including filing copying answering telephones scheduling appointments keyboarding and sorting and distributing mail and correspondence.
• Drafts and prepares correspondence independently from oral or written instructions.
• Revises updates and develops Human Resources forms and related documentation as needed.
• Establishes and maintains positive and effective working relationships with employees administrators community members and Human Resources customers.
• Maintains a high level of professionalism ethical conduct discretion and confidentiality in all matters.
• Performs additional duties and responsibilities as assigned by the Assistant Superintendent for Human Resources.

KNOWLEDGE SKILLS AND ABILITIES REQUIRED:

To perform the job successfully an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Certification:

• High school diploma or GED required; Bacholors degree in business human resources public administration or related field preferred.
• Obtain and maintain a valid Arizona Identity Verified Prints (IVP) Fingerprint Clearance Card (AZ IVP FPCC).

Experience:

• Minimum of three (3) years of progressively responsible administrative assistant executive assistant or clerical experience preferably in Human Resources education or a public-sector environment.

Computer Skills:

• Demonstrated competency in computer literacy to include: modern office technology Excel Word Publisher and Adobe.

Knowledge of:

• Knowledge of general office management administrative support practices and executive-level coordination.
• Knowledge of Human Resources functions including onboarding personnel records management confidentiality requirements and employment-related procedures.
• Knowledge of program administration and coordination project management scheduling and organizational methods.
• Knowledge of budget administration requisitions purchase orders and basic accounting practices.
• Knowledge of customer service principles and effective communication practices with staff administrators and the public.
• Knowledge of research methods data collection critical thinking and qualitative and quantitative analysis.
• Knowledge of records management filing systems document retention proofreading editing and professional business correspondence.
• Knowledge of office technology online training systems database systems and standard business software applications.
• Knowledge of applicable District policies procedures and federal and state regulations related to Human Resources operations preferred.

Skill in:

• Coordinate deadlines prioritize competing demands monitor schedules and complete work within established timelines.
• Provide high-level administrative support to executive leadership with accuracy professionalism and confidentiality.
• Research industry trends solutions best practices and applicable procedures related to Human Resources operations.
• Interpret monitor and report financial information program data statistics and project status updates.
• Prepare clear and accurate reports correspondence agendas forms and other professional documents.
• Exercise sound judgment political acumen tact diplomacy and discretion when handling sensitive matters.
• Communicate effectively and professionally with coworkers supervisors administrators staff parents vendors and the public.
• Organize records maintain databases manage files and ensure information is accurate accessible and confidential.
• Use office technology HR systems online platforms and standard business software efficiently.
• Work independently follow oral and written directions solve routine problems and adapt to changing priorities

Abilities:

• Ability to work independently use sound judgment and demonstrate integrity credibility discretion and confidentiality.
• Ability to work effectively and professionally with coworkers supervisors administrators employees parents community members vendors and the public.
• Ability to organize prioritize and manage multiple projects deadlines and responsibilities in a fast-paced environment.
• Ability to communicate clearly and professionally both verbally and in writing including preparing memos letters correspondence and other professional documents.
• Ability to respond to parent and community questions concerns and complaints in a professional tactful and reassuring manner.
• Ability to appreciate and work effectively with individuals from diverse backgrounds and with varying needs.
• Ability to operate standard office equipment and use office technology to complete assigned duties efficiently.
• Ability to read understand and interpret general documents including employee handbooks policies procedures safety materials and training manuals.
• Ability to perform basic mathematical calculations including addition subtraction multiplication and division using whole numbers fractions and decimals.
• Ability to interpret and follow oral and written instructions presented in various forms.
• Ability to apply reasoning research information solve moderately complex issues and make appropriate decisions with minimal assistance.

ADA AND OTHER REQUIREMENTS:

Positions in this class typically require: balancing stooping kneeling crouching reaching standing walking lifting fingering grasping talking hearing seeing and repetitive motions.

Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently and/or a negligible amount of force constantly to move object.

Working Conditions:

Work is routinely performed in an indoor office environment.

This job classification description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties functions and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position.

The Dysart Unified School District is an Equal Employment Opportunity Employer in compliance with Title VI of the Civil Rights Act of 1964 Civil Rights Act Title VII of 1972 Title IX of the Education Amendments of 1972 Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act (ADA) of 1990. Dysart Unified School District does not discriminate on the basis of race color religion national origin sex disability or age in employment or in any of its educational programs or in the provisions of benefits and services to students.

Required Experience:

IC