Administrative Assistant - Human Resources

Position Type:
Support Staff/Office - 12-Month
Date Posted:
10/25/2023
Location:
Northfield Campus
Job Title: Human ResourcesAdministrative Assistant
Assignment/Work Hours: 12-month; 7:30 a.m. until 4:00 p.m.
Location: Northfield Campus
Supervisor: Director of Human Resources
Position Outcomes:
To assist the Director of Human Resources and the Human Resources Department in achieving effective school district operations related to the Human Resources Department functions, as well as maintaining a smooth and well-organized working environment for staff, students, and parents. To assist school-wide staff and others representing the general public in obtaining requested information and/or directing them to an appropriate resource.
General Responsibilities:
This is work involving administrative support related to all Human Resources operations for the district, including collective bargaining. There is considerable contact with staff, Board of Education members, outside officials and the general public, and occasional contact with students and parents. An employee in this position must possess exceptional organizational skills, exercise initiative and independent judgment, and keep informed of procedures and requirements. This position also requires the employee to be aware of and maintain the highest level of confidentiality of information, including information related to negotiations with bargaining units.
Qualifications:

• High school diploma or equivalent experience. Bachelor's degree is preferred.
• Three to five years of prior experience supporting a senior executive or team.

Knowledge/Abilities/Skills:

1. Knowledge of standard office practices and procedures and familiarity with office equipment.
2. Advanced knowledge of Microsoft Office and Google Suite programs and ability to learn new software applications.
3. Knowledge of and ability to use the Internet and web-based systems.
4. Ability to organize multiple tasks, prioritize work, and interact professionally with numerous individuals.
5. Ability to work independently and with supervision.
6. Ability to organize office workflow, demonstrate flexibility and adaptability, and work collaboratively with several individuals to support the work of the administration.
7. Ability to assemble and organize data and prepare reports from records.
8. Ability to move around frequently in the office area as well as in other areas of the building.
9. Ability to plan and look ahead, anticipating timelines and deliverables.
10. Ability to multi-task and prioritize conflicting demands within tight deadlines.
11. Analytical skills and problem-solving aptitude; and strong attention to detail and proofreading.
12. Exemplary interpersonal skills and ability to communicate clearly and distinctly with staff, students, parents, and the general public.

Position Expectations:

1. Assists the Director of Human Resources by:
   1. planning and performing daily oral/written communication tasks
   2. performing reception duties, answering questions, and providing direction
   3. providing secretarial support such as collecting, sorting, and distributing director's mail; writing or typing correspondence and documents related to confidential matters such as contract negotiations, employee discipline and other legal matters;
   4. preparing correspondence and documents related to matters such as Board of Education approvals, leaves of absence, resignations, retirement, terminations, changes of status and reemployment, and those related to confidential matters such as employee discipline and other legal matters;
   5. preparing and sending part-time and leave of absence staffing preference letters for the following school year, processing, recording, and filing responses;
   6. assisting with the preparation of documents for Board of Education meetings; completing data entry; organizing mailings; scheduling appointments; ordering refreshments; a making and answering phone calls; delivering messages; making photocopies;
   7. organizing and maintaining electronic records/data entry for new support staff employees;
   8. coordinating the evaluation process for support staff (send, collect, and review probationary evaluations; process meeting materials; collect May 15 evaluations and review for unsatisfactory ratings; account for all submissions; data entry; file in personnel files);
   9. keeping track of and sending all contractual deadline notifications related to support staff;
   10. maintaining personnel filing (confidential files);
   11. maintaining records of faculty evaluations/observations and filing in personnel files;
   12. updating Human Resources Department policies and procedures, forms and job descriptions as needed;
   13. maintaining the Director of Human Resources' calendar, including scheduling meetings, appointments, and travel arrangements, exercising discretion in committing time;
   14. assisting in coordinating, reserving, and arranging facilities, equipment, services and supplies for meetings, special events and other activities as required;
   15. preparing and processing conference requests and reimbursements as needed; and
   16. reconciles P-card receipts and budgets for the Human Resources Department.
2. Provides general Human Resources Department support by:
   1. creating the annual Personnel Directory;
   2. updating forms and information on the Human Resources web page as needed;
   3. maintaining district job descriptions in files and online;
   4. ordering, stocking, and distributing office supplies as needed;
   5. ordering repair and routine maintenance of office equipment;
   6. maintaining the Human Resources webpages and social media accounts;
   7. serving as Human Resources Liaison to the Communications Department;
   8. preparing work permits for employees under age 16 as needed and submits work permits for the community and students to the Department of Labor;
   9. generating correspondence and handling documents related to confidential matters (such as discipline, legal matters, and negotiations) as directed;
   10. coordinating with the Human Resource Specialist on the organization and execution of the New Trier Education Support Professional Orientation;
   11. processing all tuition reimbursement requests;
   12. cross training on other duties within the Human Resources Department and providing backup to day-to-day office responsibilities (job fairs, hiring, postings, interview schedules, benefits, status changes, employee IDs, employee relations questions, etc.)
   13. providing support for special events (substitute orientation, Northwest Personnel Administrators meetings, etc.); and
   14. working with other members of the Human Resources Office staff to complete projects of a joint nature.
3. Assists staff, the general public and students by answering their questions and directing them to appropriate resources.
4. Represents the New Trier High School District in a professional and positive manner.
5. Continues job performance enhancement by participating in appropriate professional growth activities.
6. Exhibits a positive attitude and projects a professional image to parents, students, and staff.
7. Completes other duties as assigned by the supervisor.

FLSA: Non-Exempt