Administrative Assistant - School Personnel

Position Type:
Secretarial/Clerical
Date Posted:
3/18/2024
Location:
Portsmouth Central OfficePosition Purpose
This position serves as Administrative Assistant for the Central Office of the Portsmouth School Department. The core function of the Administrative Assistant is to serve as the primary point of contact for School Personnel regarding job opportunities, hiring, recordkeeping, credentialling, continuing education, and retention. Duties include posting open positions, assisting with new employee hiring processes, maintaining personnel files, coordinating professional staff credentialling, communicating with school hiring managers and the City Human Resources Department, and serving as the liaison between the Business Administrator's office and other district staff, outside organizations, and members of the community. This position is 7.5 hours per day, with a 260 day per year schedule.
REPORTING RELATIONSHIP
Reports to the Business Administrator
Essential Performance Responsibilities

• Works with all School Department hiring managers, including building principals and directors, to create and maintain a dataset of position descriptions for School Department roles.
• Coordinates and maintains the posting of open positions internally and externally including on the school department website using Frontline and on appropriate sites, lists, and boards regionally as appropriate.
• Supports all School Department hiring managers in completing the hiring process, including preparing final nominations to the School Board for approval as required.
• Coordinates with IT, Business Office, and City HR to complete employee onboarding, including communicating with applicants, providing guidance, updating internal directories and organizational chart, and acting as the main point of contact for all new hires of the School Department (Professional Staff, Support Staff, Coaches, Daily Substitutes, Interns, and Volunteers).
• Schedules professional staff interviews.
• Accepts, records, tracks, and handles communication related to employee retirement from employment.
• Issues initial and recurring contracts/work agreements/letters of intent to employ to School Department employees with guidance from the Business Administrator.
• Updates employee records for department heads, retirees, leaves, and resignations. Provides notifications for Leaves of Absence as per collective bargaining agreements.
• Maintains employee records and files, and maintains background checklists. Provides support for Frontline: Professional Growth, updates professional development records for professional staff/faculty, and issues course reimbursements.
• Coordinates the completion of employee termination paperwork with City HR.
• Monitors and supports the Business Administrator in timely response to NH Employment Services unemployment claims.
• Maintains the School Department employee handbook and updates annually.
• Coordinates with Assistant Superintendent on ALT certification plans for aspiring educators.
• Responds to employment verification inquiries.
• Assists in organizing the new hire orientation, new teacher reception, and retiree reception.
• Assists with routine Payroll preparation and liaison with City Payroll for Central Office staff and other unaffiliated elements of the School Department.
• Process, coordinate, and follow up on employee worker's compensation claims.
• Facilitates the recertification process for professional staff. Monitors recertification cycles, prepares lists of faculty members for recertification purposes, and provides information to the Superintendent.
• Completes NH Department of Education reports related to staffing according to guidelines and timelines.
• Maintains regular and prompt attendance in the workplace.
• Other duties as assigned.

Required Skills

• Critical Thinking - Uses logic and reasoning to understand, analyze, and evaluate complex situations and research information to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to the situation.
• Interpersonal Relationships - Develops and maintains cooperative and professional relationships with employees and all levels of management including representatives from other departments and organizations. Fosters a positive working environment.
• Attention to Detail and Organizational Skills - Keeps records and paperwork organized and filed. Able to complete tasks while demonstrating concern for all areas involved. Maintains an organized office.
• Computer Skills - Utilizes a personal computer with word processing, spreadsheet, and related software with reasonable speed and accuracy.

Required Abilities

• Communication - Excellent ability to communicate effectively so others will understand. Excellent ability to listen and understand information and ideas presented verbally and in writing. Ability to handle a variety of issues with tact, diplomacy, and in a confidential manner.
• Time Management - Ability to establish and implement effective administrative programs and procedures. Ability to plan and organize daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology.
• Accounting and Budgeting - Ability to perform arithmetic, and statistical applications to perform financial transactions.

Additional Requirements

• An acceptable general background check.
• A valid driver's license with an acceptable driving record.

Working Environment

• Office environment; experiences frequent interruptions requiring re-prioritization; expected to meet changing deadlines

FLSA Status: Exempt
Pay Rate: Follow Clerical Negotiated Pay Rate.