Job Details

Job Title: Administrative Assistant 5, Guest Staff Services

Calendar: 260 day calendar

Position Function: Provide support for Administration by performing a wide variety of duties with a high degree of accuracy, some of a confidential nature that may be required but not limited to answering phones, advanced computer functions, typing, electronic filing, copying, distributing mail, budgeting, proofreading, preparing reports and scheduling meetings with minimal supervision.

Essential Performance Responsibilities:

• Drafting letters, memos, and reports for Administration

• Maintain databases, spreadsheets, letters/memos and presentations

• Scheduling appointments and meetings

• Assist in purchasing equipment and maintain inventory of current office equipment

• Assists with difficult and varied administrative tasks

Additional Duties: Assists with additional duties as assigned by supervisor.

Equipment: This position may require the ability to use SMART boards and iPads in addition to basic office equipment such as computers, copiers, scanners, and fax machine. Must always comply with USD 259's guidelines for equipment use.

Travel: Limited travel between schools and central offices may be required.

Physical and Mental Demands:

• Work in standard office and school building environments

• Additional demands upon request of Supervisor

• Overtime and/or flex time will be required during peak seasons

Knowledge, Skills, and Abilities:

• Ability to communicate effectively both verbally and written, in order to communicate with others inside and outside of the organization for the purpose of giving and obtaining information

• Ability to comply with instructions, procedures, standards, and policies that are obtained within the organization using professional discretion

• Excellent time management skills, good judgment, problem solving, and analytical abilities in order to effectively meet deadlines

• Ability to write with remarkable clarity and consistency

• Ability to provide the highest level customer service

• Displays eagerness and the ability to learn new methods, procedures, and techniques

• Displays a significant degree of professionalism and confidentiality

• Ability to plan and organize effectively to achieve greater results

• Ability to conform to proper standards of professional dress and appearance

Interrelations:

• Contact with personnel within the district and with customers and vendors

• Will be working under the direct supervision of the department supervisor in order to complete day to day tasks

• Will be working with a diverse population requiring the ability to handle all situations with tact and diplomacy

• Must understand and respond appropriately to customer needs and maintain a positive attitude with all customers and colleagues

• Expected to interact with all internal and external customers in a friendly, professional manner and provide quick, responsive customer service

Employee Punctuality and Appearance:

• In order for schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave

• Any deviation from assigned hours must have prior approval from the employee's supervisor or building administrator

• All employees are required to report to work dressed in a manner that reflects a positive image of USD 259 and is appropriate for their position

Qualification Profile:

• High School Diploma or GED equivalent is required

• Bachelor's degree with Human Resources emphasis or Associates degree with three (3) years Human Resource experience is preferred

• PHR and/or SHRM-CP certification, preferred

• Advanced computer proficiency and the ability to effectively use Microsoft Word, Excel, Outlook, and PowerPoint, which will be determined and validated by testing

• Experience with an Applicant Tracking System (ATS), preferred

• Experience with HRIS, preferred

FLSA Status: Non-Exempt

Position Specifics:

• Uses Applicant Tracking System (ATS) daily to review applications and move applications into the appropriate category for Guest Staff

• Maintain lists of qualified applicants for all guest staff positions

• Maintains accepted offer database for all accepted guest staff positions

• Assists Guest Staff Services with:

o Reference Checks and application verification

o Interviewing qualified candidates

o Assists with emergency certification/licensure verification and audits, and maintains licensure database

o Assists in discussing job requirements and applicant qualifications

• Assists in preparing and verifying accuracy of all job offers for Guest Staff hires by:

o Ensuring accurate completion of all Hiring Paperwork

o Scheduling of pre-employment physicals and other pre-employment requirements

o Scheduling New Employee Onboarding (NEO) Session and ensuring new hire attendance

o Assisting with New Employee Onboarding (NEO) Session

o Assisting with Guest Staff Training and Orientation Session

o Communicating progress of applicant in pre-employment process to hiring manager

o Submits documentation to Records and Payroll departments

• Assists in collecting, querying and graphing information for compilation of reports as requested

• Maintains awareness of policies and legislation as it applies to human resources

• Improves organization attractiveness by recommending new policies and practices

• Maintains Absence Management database to review employee absences and coverage needs

• Schedules and coordinates coverage for buildings based on absences posted

• Overall reception duties for Human Resources and Employee Benefits

• Overflow work from HRIS Department, Talent Acquisition, and Employee Benefits, as assigned

• Timely Payroll processing, approval, and audits for all Guest staff positions

• Employee Relations documentation and interviews for Guest Staff issues

• Assist in preparing department newsletters

• Standard hours are 5:00am - 2:00pm