Administrative Assistant - Substitute

Position Definition:  The Human Resources Secretary (Substitute/Absence Services) will provide secretarial services to the Human Resources Department.
 
Relationship:  The Human Resources Secretary(Substitute/Absence Services) shall be directly responsible to the Director of Human Resources and shall provide secretarial services to the Human Resources Department.
 
Qualifications:
 
Education/Experience:  

• High school diploma or GED, required.
• Minimum one (1) year experience working with a Human Resources database system, required.
• Minimum one (1) year secretarial experience, preferred.

                    
Skills/Knowledge:  

• Demonstrates advanced computer skills, including a thorough knowledge of Windows and the Microsoft Office Suite and proficient use of departmental computer software.
• Demonstrates the ability to work in a team environment.

 

• Demonstrates secretarial skills to effectively use office equipment, including, but not limited to, phone system, fax machine, copier, scanner, computer, and calculator.
• Demonstrates the ability to maintain complete confidentiality.
• Demonstrates excellent interpersonal skills demonstrated by patience, understanding, and congeniality.
• Demonstrates excellent oral and written communication skills.
• Demonstrates the ability to organize, plan, and manage job responsibilities in order to complete assignments with minimal supervision.
• Demonstrates the ability to complete tasks with attention to detail and accuracy.
• Attends work regularly at assigned work hours subject to lawful leave rights and responsibilities.
• Possesses proficient data collection and entry skills.
• Demonstrates the skills to provide the highest level of customer service, with patience and knowledge of the department's services.

 
Physical:

• Ability to stand, bend, stoop, sit, lift, reach, and communicate (vision, hearing, and speech) to effectively carry out functions, duties, and responsibilities. 
• Ability to independently ambulate in and around work areas.
• Ability to travel to and from assigned work locations without employer support.
• Ability to sit for long periods of time (3 hours).
• Ability to exhibit appropriate manual dexterity to effectively carry out functions, duties, and responsibilities.

 
Authority:  The Human Resources Secretary (Substitute/Absence Services) will have the authority to perform all functions listed below in accordance with established policies and procedures.
 
Functions/Duties/Responsibilities:  To perform this job successfully, an individual must be able to perform each essential function/duty/responsibility at acceptable standards. In accordance with both state and/or federal law, reasonable accommodations will be considered upon employee request.
 
Essential:

• Provides secretarial services to the Human Resources Department, including, but not limited to, word processing, data entry, data tracking, document development, copying, scanning, report creation, document mailing, and filing.
• Develops, interprets, and maintains a complete understanding of the Human Resources database, including the running of accurate reports.
• Provides secretarial support for the absence reporting process, in accordance with departmental protocols, including, but not limited to, processing and issuing the daily absence report, developing all applicable absence letters for review, running reports, updating records, reviewing records for accuracy, calculating vacation and sick time, preparing and carrying out the annual rollover, maintaining the absence code chart, and responding to absence record inquiries. 
• Breakout calculating.
• Responds to absence inquiries, with accuracy and detail, for sick, vacation, bereavement, and personal day usage.
• Responsible to locate and input absence for substitute replacements for staff who report off after 8:30 AM, in accordance with department protocols.  
• Prepares appropriate absence-related correspondence, i.e. absence tracking, late call letters, and absence procedure.
• Completes medi-check on applicable staff.
• Data input of absence substitute replacement.
• Implements and maintains filing system, in accordance with departmental protocols.
• Responsible for tracking 60-day probationary period for ESPA employee benefit eligibility.
• Processes Human Resources mail.
• Completes weekly/monthly reports, as established within the departmental protocols. 
• Receives and processes confidential medical documents and non-routine information, in accordance with departmental protocols.
• Maintains accurate back up sheets of tasks and responsibilities.
• Satisfactorily performs/carries out all functions/responsibilities/tasks as assigned by Director or by Human Resource guidelines and/or procedures.
• Ability to learn, apply, and follow CLIU #21 and Human Resources Department procedures, policies, and protocols efficiently and accurately.
• Answers Human Resources phones.
• Utilizes and teams with other members of Human Resources Department to offer quality services.

 
Secondary:

• Carries out Absence Coordinator responsibilities, requiring evening and early morning hours, as assigned, which requires maintaining sufficient knowledge of substitute needs and Human Resources database. 
• Processes license reimbursements.
• Provides secretarial support for benefit administration, including, but not limited to, completing benefits billing, enrollments, invoicing, and form processing, as directed, except during end-of-year absence rollover.
• Employment verification.
• This Job Description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform other duties as assigned.