Secretary, Executive Director of Personnel

Qualifications:

1. High School Diploma or GED required
2. Three (3) years office experience preferred
3. Human resource or business administrative experience preferred.

FLSA status:

Non-exempt

Supervisor(s):

Executive Director of Personnel

Required knowledge, skills and abilities:

1. Skill in administrative detail.
2. Ability to keep business matters confidential.
3. Ability to type 50 words per minute.
4. Proficiency in technology programs such as Word, Excel, Access, Printshop, Publisher, etc.
5. Ability to communicate effectively via e-mail and other electronic communications.
6. Ability to deal with people in a pleasant, courteous manner.
7. Ability to use excellent business English, grammar, spelling and punctuation.
8. Ability to organize materials and maintain accurate records.
9. Ability to establish and maintain effective relationships with others.
10. Physical and emotional ability and dexterity to work and move about as needed in a fast-paced, high-intensive work environment.

Essential functions:

1. Serves as secretary to the Executive Director of Personnel.
2. Compiles required information from the Personnel Analyst, Personnel Clerk and Benefits Supervisor to complete new hire forms on all new employees.
3. Completes new hire personnel folders.
4. Communicates and coordinates the Personnel Committee meetings and prepares packet.
5. Maintains the schedule for the Executive Director of Personnel (meetings, interviews, recruitment, etc.).
6. Processes professional development and expense reimbursement forms.
7. Assists with the collection of data and the typing of reports related to personnel matters.
8. Assists with personnel staff with applicants.
9. Arranges interviews for applicants and works with the Personnel as required.
10. Maintains an Access employment database, which contains information regarding basic demographic information, certification, highly qualified status, hire date, position, experience, etc.
11. Prepares reports as directed by the Superintendent and Executive Director of Personnel.
12. Maintains current faculty list for academic incentive program.
13. Provides verbal and written verifications of employment.
14. Prepares memorandums, letters and other correspondence for the Executive Director of Personnel.
15. Escorts non-employees to the Personnel Department.
16. Coordinates the distribution of all support evaluation instruments.
17. Coordinates the publication of the employee directory.
18. Coordinates with the Personnel Specialist for the Prospective Teacher Reception.
19. Assists the Executive Director of Personnel with new teacher orientation.
20. Process information requests from administrators, staff and public via fax, mail, e-mail and other acceptable methods.
21. Assists the Benefits Supervisor with the scheduling of new employee workshops and sick leave bank committees.
22. Assists the SubFinder Supervisor with the scheduling of SubCamp.
23. Serves as back up to SubFinder Supervisor.
24. Coordinates the work and meetings of the Policy Review Committee.
25. Answers the telephone and assists administrators, staff and public.
26. Proofs documents as requested by the Executive Director of Personnel.
27. Takes leave time in accordance with Board policy and reports all absences to
28. SubFinder in a timely manner.
29. Relays directives, when necessary, from the Executive Director of Personnel to staff.
30. Assumes other reasonable and equitable job-related duties assigned by the immediate
31. supervisor.

Terms of employment:

The terms of employment shall be in accordance with the provisions of the Board's Policy Manual, Fair Dismissal Act of Alabama and the Board's Salary Schedule - Central Office Administrative Support – Level IV.

Evaluation:

Performance evaluation shall be in accordance with the provisions of the Board’s policy on Evaluation of Support Personnel - GCRK and GCRK - R.

SOURCE: Tuscaloosa City Schools, Tuscaloosa, Alabama
DATE: August 15, 2002
REVISED: October 5, 2003