Administrative Assistant Iv - Human Resources

CHANDLER UNIFIED SCHOOL DISTRICT

JOB DESCRIPTION

CLASSIFICATION: OFFICE

TITLE: ADMINISTRATIVE ASSISTANT III

CALENDAR: 2611

SALARY: Grade 119

Job Goal

Provides administrative support to the Associate or Assistant Superintendent of Human Resources as well as handle project assignments. This position requires a high level of discretion and confidentiality and the ability to manage relationships internally and externally.

Minimum Qualifications:

• Proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Ability to function well in a high-paced and at times stressful environment
• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Three or more years of related experience required
• Excellent time management skills with a proven ability to meet deadlines
• High school diploma or equivalent with emphasis on appropriate business courses
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems

Core Job Functions:

• Files, makes copies, makes room reservations and other general tasks.
• Collaborate with district Finance Department on issues related to department budget.
• Manage, organize, and report date related department/district needs.
• Perform related duties as requested.
• Schedule, plan and coordinate special events for the Human Resources Department.
• Receives incoming communication or memos, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Provide leadership as necessary for office personnel.
• Organizes and maintains the Human Resources filing system; ensures accuracy and completeness of confidential personnel files and employee records; and files and retrieves documents.
• Ability to learn Human Resources software applications.
• Provides high-level administrative support and assistance to the Associate or Assistant Superintendent of Human Resources.
• Assist the Associate or Assistant Superintendent with a variety of responsibilities and special projects.
• Support co-workers as needed to ensure a smooth and efficient work environment for all departmental leaders.
• Coordinate with Associate or Assistant Superintendent of HR, department directors, executive assistants, administrative secretaries, and Board Executive Assistant to ensure timely, accurate and comprehensive agenda items.
• Ability to communicate effectively and professionally.
• Works independently, proactively, and uses sound judgement skills daily.
• Manage department webpage.
• Knowledge of operational processes, procedures, and policies.
• Possess a level of detail and accuracy, drive for results, and the ability to anticipate business needs before requested. Be forward planning.
• Screens and routes incoming telephone calls.
• Provide prompt and efficient customer service and information to employees.
• Manage sensitive matters with a high level of confidentiality and discretion.
• Maintains employee confidence and protects operations by keeping Human Resource information confidential.
• Manage multiple projects simultaneously and meet deadlines.
• Perform all duties in a safe and prudent manner.
• Maintains calendar for the Associate or Assistant Superintendent; schedules meetings as needed.
• Excellent self-management skills.
• Exhibit strong written and communication skills.
• Performs internal and external office communication, email, voicemail, and miscellaneous written correspondence.
• Creates purchase orders and order supplies.

Core Values/Professional Qualities:

• Be responsible, reliable, and punctual
• Be a positive role model
• Direct constructive criticism toward improving the district
• Respond to all internal and external customers, as it relates to position, in a prompt, efficient, friendly, and patient manner
• Share sensitive student and staff information on a need-to-know basis
• Adhere to the dress code appropriate to the site and job
• Establish and maintain courteous, cooperative working relationships with students, staff, and parents
• Exercise positive problem-solving behavior and conflict resolution skills
• Positively accept direction
• Function effectively as a team member
• Work with a large cross section of people in a professional and non-judgmental manner
• Be flexible and adaptable to change

Physical Requirements – Office

Positions in this classification typically require stooping, kneeling, crouching, standing, walking, sitting, finger or manual dexterity, repetitive finger motion, speaking, hearing, seeing (with correction), focusing ability, or other factors applicable for the job. Employees may be subject to travel, odors, dust, poor ventilation, workspace restrictions, and loud noises. Employees may be required to lift or exert up to 20 pounds of force to move objects occasionally, and up to 10 pounds of force to move objects frequently. 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.