Executive Assistant to the Superintendent / HR Assistant

This position will start immediately.

-Lots of opportunity for overtime compensation.

The person in this position is supervised by the superintendent and provides confidential secretarial support for the Board of Directors, the superintendent and other district office administrators. The executive assistant is directly responsible to the superintendent for work to be completed. This position requires performance of duties with considerable independence of action and judgment over tasks of a complex nature. The use of independent judgment and decision-making is required in many matters not having established rules, regulations, policies or precedent.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Employees in this position perform some or all of the following tasks. Other related duties as assigned.

1. Follows and maintains knowledge of all district policies and procedures.
2. Assists in the general operation of the district office such as answering multi-line phones, routing telephone calls or messages to appropriate staff, greeting the public, typing, filing, sorting and handling incoming and outgoing mail.
3. Completes a high volume of computer data entry work, using district computer programs, to input high volumes of data ensuring speed and accuracy, including confidential data, in an environment with constant interruptions.
4. Performs a wide variety of clerical and computer work related to the programs and services administered by human resources. These may include but are not limited to working with various database systems, including an HRIS system and an applicant tracking system.
5. Updates and maintains accurate filing systems to include but are not necessarily limited to personnel action forms, maintaining personnel files, processing, verifying appropriate documentation, employment applications and recruitment documents, etc.
6. In coordination with the payroll / benefits specialist, performs a variety of general HR and staffing processes, communicates with prospective candidates regarding substitute and summer employment opportunities with the district, answers routine inquiries concerning hiring procedures.
7. In coordination with the payroll / benefits specialist, contacts applicants and employees to schedule a variety of appointments and meetings; participates in and provides onboarding and orientation for new hires.
8. Maintains and manages website databases for employee mandatory trainings, assists with Employment website, employee evaluations and others as assigned.
9. Responds to inquiries and provides information and assistance regarding staffing vacancies, application procedures, selection process and human resources policies and procedures.
10. Inputs new hire information into the payroll system.
11. Scans and files personnel records.
12. Assists director of instruction, assessment and professional development in managing licensed evaluation system.
13. Escalates employee relations concerns to appropriate administrator.
14. Transcribes meeting notes.
15. Notarizes documents as needed.
16. Assists team with HR policy and procedure updates.
17. Compiles and prepares reports for administration or outside agencies maintaining confidentiality.
18. Prepares correspondence, reports, memoranda, meeting agendas, records and other materials following established procedures.
19. Maintains information from various organizations including but not limited to ODE, OSBA, COSA and the state legislature.
20. Attends school board meetings and takes minutes.
21. Maintains and files inter-district and intra-district student transfer requests and district operations data.
22. Acts as a liaison between the superintendent and students, parents, staff, district patrons and the general public.
23. Types a variety of materials from brief verbal or written instructions.
24. Ensures meeting and other legal notices are properly prepared and distributed in a timely manner and within and stated deadlines.
25. Processes and maintains the superintendent’s calendar and provides assistance to the accounts payable / purchasing specialist in making superintendent travel arrangements and attendance arrangements for meetings, workshops and conferences outside the district as needed.
26. Processes volunteer background check applications and maintains volunteer database and completes SB155 checks on new employees as required.
27. Completes Disclosure Release forms for new employees.
28. Maintains an accurate filing system.
29. Submits PEER forms to TSPC and tracks teachers’ licensure information.
30. Manages and maintains OFLA/FMLA applications and files.
31. Assists with licensed collective bargaining as the record keeper.
32. Maintains and protects the confidentiality of personnel files.
33. Completes state reports (Staff Position and Teacher/Administrator Evaluation)
34. Appropriately maintains and secures confidential records and inquiries.
35. Maintain a high level of ethical behavior and confidentiality of information about students and staff.
36. Processes U.S. and inter-district mail.
37. Participate in in-service trainings.
38. Attends staff meetings.
39. Assists other office staff and serves as back up, as needed.
40. Act as a friendly ambassador for the Junction City School District.
41. Completes special projects as assigned.
42. Professionally represents the school and the District in interactions with community and staff.
43. Maintains appropriate certifications and training hours as required.
44. Complies with applicable District, state, local and federal laws, rules and regulations.
45. Follows and maintains knowledge of all district policy(ies) and procedures.
46. Attends work regularly and is punctual.
47. Perform such other duties (which may require knowledge of other job descriptions) as may be assigned.

SUPERVISION

All school employees have some responsibility for supervising students and assisting in maintaining a safe environment.

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.

• Education and/or Experience: High school diploma or General Education Diploma (GED) and at least two years’ related experience and / or training or equivalent combination of education and experience. Ability to rapidly and accurately enter and retrieve computerized data. Prior successful experience working in an office and/or school setting strongly preferred. Experience working in human resources strongly preferred.
• Interpersonal Skills: Ability to exercise judgment and integrity using high levels of confidentiality, tact and diplomacy. Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping  emotions under control; remaining open to others’ ideas and contributing to building a  positive team spirit. Demonstrated ability to multi-task and work with staff, students, parents, vendors and members of the community.
• Language Skills: Ability to communicate fluently in English both verbally and in writing. Ability to present information and respond effectively to questions in one-on-one, small group situations. Ability to verbally respond to common inquiries from students, staff, parents, vendors and the general public. Ability to read and interpret documents such as safety rules, data, memos, emails, operating and maintenance instructions, procedure manuals and governmental regulations. Ability to write routine reports and correspondence. Ability to speak effectively to diverse groups.
• Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals. Ability to apply concepts such as percentages, ratios, proportions and concepts of probability and statistics.
• Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, schedule or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Computer Skills: Strong knowledge of computer usage and ability to proficiently use standard school software, internet software, email, spreadsheets and word processing software. Ability to type accurately and proficiently.
• Other Skills and Abilities: Ability to appropriately communicate with staff, students, parents, vendors and members of the community. Ability to multi-task, meet timelines and exercise good judgment while working in a dynamic environment with constant interruptions.
• Certificates, Licenses, Registrations: Certificates as determined by the district including the ability to obtain a valid CPR/First Aid card and an Oregon Driver’s License. Must be willing to be fingerprinted for a criminal history records check.

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.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk, stand, sit, use hands for fine manipulation, handle or feel, and reach with hands and arms using a keyboard and video display terminal. The employee is occasionally required to stoop, kneel, crouch, and climb stairs or ladders. The employee must regularly lift and/or move up to 25 pounds and occasionally up to 50 pounds, and in rare occasions up to 80 pounds. Specific vision abilities required by this job include: close vision, distance vision, ability to adjust focus, and peripheral vision.

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 work environment combines a standard office setting including standard office equipment (fax, copier, phone, computer, 10-key, etc.) with the standard school setting. The noise level in the work environment is usually low to moderate and occasionally high depending upon student population and activities. The employee is occasionally exposed to outdoor weather conditions. The employee may be exposed to bloodborne pathogens.

OTHER

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 of 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.

Junction City School District is committed to building a diverse staff that is fully representative of our students and community. We strongly encourage applications from candidates of color and multilingual candidates.