Administrative Assistant - HR at Accomack County Public Schools

Job Summary

To assist the Director of Human Resources in implementing and maintaining initiatives which promote the Division’s philosophy and mission. Perform administrative personnel duties and manage the day-to-day functions of the Human Resources office with minimal supervision.

Essential Duties

1. Research needs and prepare purchase orders, maintain spreadsheets, order supplies as needed and verify invoices.
2. Maintain organizational structure for files.
3. Maintain confidentiality of reports, records, correspondence, and communications
4. Research, compile, and distribute various lists, reports, guidelines, and surveys, as requested.
5. Type, mail merge, proofread, and edit confidential memos, reports, and correspondence.
6. Check, sort, and respond to email and interoffice mail in a timely manner.
7. Manage voicemails and respond in a timely manner.
8. Compile requested information for various State department forms and reports.
9. Assist all staff and applicants with questions with regards to Human Resources issues including, but not limited to, position vacancies, VRS inquiries, etc. while maintaining a pleasant, tactful, and courteous attitude.
10. Model nondiscriminatory practices in all activities.
11. Attend to other duties as assigned.

Specific Duties to Human Resources

• Maintain active and inactive personnel files.
• Organize, process and file background checks/fingerprinting – print reports from LiveScan (Virginia State Police Database) for personnel files.
• Review AESOP absences to detect non-covered positions Hourly/Classified/Certified (custodian, teachers, BSAs, IAs and nurses)
• Assist with filling all positions Hourly/Classified/Certified
• Assist with completion of Virginia Employment Commission reports/telephonic hearings.
• Track applications for reimbursement, issue reimbursement agreements, share needed information with the Finance Department to ensure disbursement of payment.
• Conduct Substitute Orientation/Training throughout the school year to maintain an adequate number of substitutes.
• Track Substitute training expiration dates to keep all substitutes up-to-date and active.
• Utilize Vector Solutions in training of new employees RE: Sexual Harassment and Blood borne pathogens.
• Monitor Applicant Tracking for new interested substitutes contact and schedule training.
• Maintain substitute list of all current approved substitutes through Aesop Substitute system.
• Coordinate, distribute, and process all new-hire paperwork.
• Issue Letters of Intent – track and ensure return of signed letters.
• Mail exit interview information to all terminated/retiring employees.
• Complete work verifications from various outside agencies
• Maintain HR Gmail calendar - make appointments, schedule meetings, and coordinate schedules of all attending interviews, contact applicants for scheduling of interviews and log call information for each candidate.
• Create/copy interview packets for each applicant interviewed.
• Assist with new teacher orientation.
• Submit and track all worker’s compensation claims communicating with VML personnel when necessary.
• Organize/Distribute Workers Compensation Information/File paperwork.
• Order and maintain all workplace compliance poster for all locations.

Minimum Qualifications

• Associate degree preferred.
• Proven work experience as an HR Administrator, HR Assistant, or relevant role within an HR environment.

Knowledge, Skills, and Abilities

• Thorough knowledge of standard office practices, procedures, and clerical techniques.
• Ability to operate computer and office equipment.
• Proficient skills in Microsoft Office, Excel, Access, and PowerPoint.
• Thorough knowledge of business English, spelling, and arithmetic.
• Ability to interpret and apply policies and procedures.
• Skills necessary to review, interpret and relay information, and data provided by departments (to include federal, state, and local government).
• Ability to communicate effectively and respond to questions, both orally and in writing.
• Ability to type accurately at a reasonable rate of speed.
• Ability to establish and maintain effective working relationships with students, staff, parents, and the public.
• Ability to work independently in the absence of specific instruction and as part of a team.
• Ability to meet the public effectively and possess the interpersonal skills necessary to demonstrate good judgment, tact, and courtesy during difficult situations.
• Must be detail-oriented and possess excellent organizational skills.
• Ability to prioritize workload and work in a timely and efficient manner to meet deadlines.
• Strong conceptual, analytical, and problem-solving skills.
• Ability to establish and maintain confidentiality.

Working Conditions and Physical Requirements

Must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to dial a telephone and enter data into a computer; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels, and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone; physical agility to lift up to 25 pounds; and to bend, stoop, sit on the floor, climb stairs, walk, and reach overhead.

Work Environment

Duties are normally performed in a school or office environment. The noise level in the work environment is usually moderate.

Clearance: Criminal Justice Background check, Fingerprinting, TB Assessment

Supervision Exercised: None

Supervision Received: Director of Human Resources

This job description in no way states or implies that these are the only duties to be performed by this employee. The employee will be required to follow any other instructions and to perform any other related duties as assigned by the Principal or appropriate administrator. Accomack County Public Schools reserves the right to update, revise, or change this job description and related duties at any time.

The Accomack County School System is an Equal Opportunity employer and does not discriminate on the basis of age, sex, disability, race, color, religion, national origin, age, or military service in its employment practices.