Administrative Assistant to the Assistant Superintendent of Human Resources - District Office 1.0 - Cave Creek Unified School District

GENERAL RESPONSIBILITIES:    FLSA: Hourly           

Supports District schools and principals in their effort to foster an optimal educational environment for students. Provide administrative assistance to the HR Department as directed by the Asst. Supt. of Human Resources.

MAJOR TASKS:

• Coordinate and schedules appointments, meetings and conferences for the Asst. Supt. of Human Resources and the HR Department.
• Provide quality customer service.
• Prepare HR Items for monthly Governing Board Meetings/upload to Board Docs.
• Enter requisitions, purchase orders, and obtain yearly quotes from vendors.
• Maintain budget for HR Department, including Wellness program
• Advertising - Local newspapers, posting on websites ex: ADE, AASBO, ASPAA, ASA,and Indeed.
• Order and update yearly Employers Mandatory Workplace posters at all campuses.
• Fingerprinting of new and current employees, volunteers, processing and maintaining records on fingerprinting.
• Process volunteers; fingerprints, background screening and all necessary documents and budget per campus. Maintains database for current volunteers.
• Maintain and update job descriptions, evaluations, salary schedules and all HR forms on shared network & TalentEd/P Unified.
• Maintains HR website.
• Approval/posting of flyers via Peachjar.
• Salary comparisons from surrounding districts for certified, classified and administrative positions.
• Assist in updating, and maintaining employee information in iVisions.
• Assist in orientation/onboarding of all new hired employees.
• Assist in the verification and completion of reference checks for new applicants as well as volunteers for BIB & Universal Background Screening.
• Time clock plus – monitor and adjust timeclock hours for approval.
• ID Badge Software
• Manages employee badge software and pictures aligned to iVisions
• Badge ID troubleshoot, order supplies and maintain printer.
• Badge pics for employees, interns – notify technology when generic # is issued for Raptor
• ESI – portal
• Enter new employees into portal and monitor system for monthly invoicing
• Prepare yearly agreement for board approval
• Prepare and coordinate yearly agreements for board approval – World Language, Colleges/Universities
• Talent Ed/PowerSchool
• Eschool Solutions
• Volunteer Coordinator
• Keep track of volunteers per campus on excel – date volunteer was processed and expired.
• Monitor BIB and DPS - report criminal charges to Asst. Supt. of HR
• End of year summary to Director of Finance for fingerprint and BIB per campus by May
• Agency Security Contact for DPS
• DPS/NJCIS/CCUSD – Maintain CCUSD Fingerprinting policy
• Report to DPS new training dates including summary
• Track employee training
• Update authorized personnel list for CCUSD (mandatory as soon as there are changes)
• Green card visa/J1 processing with attorneys
• Public Records for District
• Coordinate requests with departments, invoice and log into spreadsheet
• Wellness
• Keep track of spending (budget)
• Order supplies
• Enter and monitor purchase orders/invoices
• Advertising – Indeed, AASBO, CC Chamber, AASPA, ASA, ASPAA including other vendors per Asst. Supt. of HR. Create employment flyers when asked.
• Committees – Assists in the planning, coordination and communications for various committees as needed.
• E-PARS - Governing Board and Technology
• Covers district receptionist when needed.
• Provide assistance and back-up to the HR Coordinator(s) as designated by the Asst. Supt. for Human Resources.
• Maintains confidentiality of all Human Resources information.

QUALIFICATIONS:

• High school graduate with additional college courses and/or secretarial training.
• Experience at an Executive Secretary level. Experience in HR preferred.
• Proficiency in typing with accuracy.
• Knowledge of computer operations and office machine functions.
• Ability to be a self-starter, anticipate needs and problems and make decisions.
• Experience in the mastery of basic communication skills and effective Human Relations skills.

ESSENTIAL SKILLS AND ABILITIES:

Physical Demands:

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.

Physical Demands:

While performing the duties of this job, the employee is required to have regular and reliable attendance, is regularly required to sit, talk and/or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools, and/or controls, varied keyboard activity; and reach with hands and arms.

The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include: close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

SUPERVISION:           

Received from:     Assistant Superintendent of Human Resources

Given to:              None

EVALUATION:            Annually in accordance with the policy of the Governing Board.

Grade 30 on the 24/25 SY Salary Schedule

12 month