Human Resources Administrative Assistant

Job Title:Human Resources Administrative Assistant
Supervisor: Executive Director of Human Resources
Salary Schedule: Classified, Grade 35
Terms of Employment: 240 Day
JOB SUMMARY:
Assisting with and coordinates the efforts by the Human Resource department to recruit, hire and support staff as well as coordinate communications with school sites and other departments. Manages the finance side of the department.
ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assists with the creation of documents and reports for the Human Resources Department.
• Design, create, and maintain Human Resource webpages, including linking information from cloud storage.
• Oversees the location/forwarding of applicant information from TalentEd and NMREAP to principals and directors.
• Responsible for completion of all Employment and Income Verifications.
• Assists with maintenance, monitoring and updating Title II funding documents and other grants if/when applicable.
• Assign and issue letters of intent through iVisions.
• Assign and issue contracts at the beginning of the school year and throughout, monitoring rejections, questions, and corrections.
• Assists with the preparation of reports for the NMPED.
• Manages funding codes/funding sources and changes to funding.
• Assists with the Staff Tuition Reimbursement Program, including managing documentation and processing reimbursements for the Finance Division.
• Assists with promotional materials for staff recruitment.
• Responsible for ordering, processing, and maintaining divisional office supplies and equipment.
• Responsible for all purchasing documentation, including purchase orders, for the HR division.
• Responsible for arrangements for HR division travel and creation of trip logs.
• Assists the Executive Director for Human Resources in maintaining the division budget.
• Process new hire and current employee changes including adding employees, set pay, and pay periods.
• Process new position requests.
• Process staff terminations.
• Manage/vacate positions as well as update and remove any supplementals yearly.
• Manage necessary changes in salary schedules and account numbers to ensure
• Work with Finance to update salary schedule assignments and/or account numbers assigned to job positions.
• Bilingual efforts as needed, if possible.
• Performs other duties as assigned.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.
QUALIFICATIONS:

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• The requirements, listed below 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.

KNOWLEDGE OF:

• Assigned work in iVisions.
• Operation of computers related software programs.
• District policies and procedures.
• Basic record keeping and filing techniques.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Specific duties in and functions of the Human Resources department.
• Preparing letters, documents and reports.
• Modern office procedures, equipment and practices.
• Filing systems.
• Advanced secretarial administrative methods.
• Computer and software applications.
• Telephone techniques and etiquette.
• Interpersonal skills.
• Advanced clerical methods and procedures.
• District organization and operations.

ABILITY TO:

• File forms/paperwork/reports on time and accurately.
• Make arithmetic calculations quickly and accurately.
• Establish and maintain effective working relationships with others.
• Meet schedules and timelines.
• Perform clerical duties such as filing, duplications, and maintaining routine records
• Understand and follow oral and written directions.
• Speak clearly and distinctly.
• Interact with the public and staff in a friendly and professional manner.
• Operate office equipment.
• Perform the specific duties of an assigned function.
• Perform modern office practices, procedures and operate equipment.
• Perform clerical duties such as filing, duplication and maintaining records.
• Operate computer and software programs.
• Understand and follow oral and written directions.
• Meet schedules and timelines.
• Prepare reports, letters and other documents.
• Maintain files and records and retrieve information.
• Work cooperatively with others.
• Maintain confidentiality.
• Schedule and coordinate meetings.
• Research and book travel arrangements.
• Communicate effectively both orally and in writing.

EDUCATION AND EXPERIENCE:

• Graduation from high school or equivalent.
• One year of responsible and varied clerical or secretarial work, including public contact responsibilities or any combination of training, education, and/or experience which could likely provide the required knowledge and ability.
• Verifiable work and character references.

LANGUAGE SKILLS:

• Ability to read and interpret documents such as rules, instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.

REASONING ABILITY:

• Ability to apply common sense understanding to carry out instructions.
• Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS:
None required.
Machines, Tools, and Equipment
Must know how to properly operate, or be willing to learn to operate, multi-media equipment including current technology as needed. (Various machines and equipment including but not limited to computer, iPad, printer, scanner, fax, and copier.)
Safety and Health
Knowledge of universal hygiene precaution (blood borne pathogens, body fluids, etc.)
Worker Traits and Aptitudes

• Ability to understand and follow oral and written instructions;
• Motor coordination required: eyes, hands, and finger coordination when operating machines and equipment essential to the job.
• Manual and finger dexterity required for operating machines and equipment precisely.
• Adaptability to perform required tasks in a complex office operation with multiple demands from several sources.

Physical Requirements
Walking, standing, sitting, bending, kneeling and squatting, climbing stairs, speaking and listening, reaching with hands and arms, having full mobility of fingers/hands to finger, handle or feel, close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus, carrying, lifting, and moving up to 25 pounds and/or moving light furniture may be required.
Reasonable (ADA) accommodations may be made to enable individuals with disabilities to perform the essential functions if mutually agreed on and if those accommodations do not create an undue hardship upon the district.
Working Conditions
Mental Demands/Physical Demands/Environmental Factors:

1. Maintain emotional control under stress.
2. Work with frequent interruptions.
3. Occasional travel may be required.
4. Occasional, prolonged and/or irregular working hours.

Work Environment
Must be able to work within various degrees of noise and temperature. Interruptions of work are routine. Flexibility and patience are required. Must be self-motivated and able to complete job assignments without direct supervision. After hour work may be required. May make site visits as needed. May work under stressful conditions on occasion.
Terms of Employment
Salary and work year according to current schedule
Evaluation
Performance of this job will be evaluated in accordance with provisions of the Board of Education's policy on evaluation of professional administrative personnel.
Revised December 2023