Human Resources Assistant chez Coatesville Area School District

This position performs full confidential functions as the Human Resources Assistant. This position also performs communication duties, including attending meetings, taking and transcribing minutes, attending evening and community functions.

ESSENTIAL JOB RESPONSIBILITIES: 

The employee must be able to perform the following essential functions:

1. To work both independently and collaboratively as necessary throughout the School District to fulfill the essential functions;
2. To communicate effectively and positively with others in the performance of your duties, including students, school district employees, and members of the public;
3. Subject to lawful and/or contractual leave rights, to work two hundred-sixty (260) days per year, five (5) days per week, eight (8) hours per day as assigned;
4. To work additional hours outside of the normal work schedule (including weekends or holidays) when the needs, exigencies and emergencies of the school district require;
5. To meet established deadlines and time constraints;
6. To interact with staff and the public;
7. To attend meetings with the administration, staff and school board when scheduled and assigned in order to perform one or more of the following essential functions.
8. To take and transcribe dictation, often of a technical and/or confidential nature.
9. To compose and type routine letters and memoranda independently.
10. To initiate and draft response letters for Human Resources Director and edit correspondence drafted by others for signature of Human Resources Director.
11. To prepare monthly reports, agendas, newsletters, etc., gathering and summarizing data, for Human Resources Director. 
12. To edit reports and other papers from directors, principals, and the business office and incorporates it into agendas, presentations or reports as appropriate;
13. To gather, enter and assess the accuracy of data reported in state and local reports;
14. To research information as needed, incorporate information from research into reports and presentations as needed, using proper format, appropriate graphics, and multi-media resources;
15. To track and maintain the Act 168 system.
16. To track and administer required trainings and clearances.
17. To manage Frontline Time & Attendance system.
18. To coordinate and book recruitment fairs.
19. To manage and process tuition reimbursement.
20. To process purchase order entries, check requests, and order supplies as needed.
21. To maintain and keep the Districts’ Administrative Regulations manual current and complete;
22. To disseminate the District’s Administrative Regulations manual and updates as required;
23. To update school district’s human resources web page, social media sites and making decisions on editing, deleting and approving posts;
24. To organize and expedite flow of work through Human Resources Director’s office;
25. To initiate follow-up action independently and when necessary;
26. To act as receptionist for and manage public relations with the Human Resources Director, screening telephone calls, letters and/or visitors, answers routine questions and furnishes information when possible to save Human Resources Director time;
27. To communicate Human Resources Director’s instructions or desires to individuals or departments as assigned or necessary;
28. To furnish or obtain information from other administrators or outside representatives (i.e. delivering materials to CASD Board members when necessary and making phone calls to CASD Board members, Human Resources Directors, CASD staff, etc. in emergency situations);
29. To direct calls and visitors to appropriate departments and provides advice or information as appropriate in order to expedite resolution;
30. To attend meetings and take electronic minutes as necessary or assigned; 
31. To prepare minutes in electronic format;
32. To provide leadership to the secretaries’ group in District Office and setting up and providing training for staff as requested;
33. To serve as moderator during meetings where suggestions, concerns, complaints are heard;
34. To assist in the department as needed (data entry, reference checking, scheduling, etc.)
35. To handle and facilitate arrangements for meetings held by Human Resources Director (i.e, CASD Board, Administrators, community meetings), working closely with the scheduling secretary on room/food arrangements;
36. To create flyers/recruiting/promotional materials.
37. To take care of planning and details for school wide events as directed by the Human Resources Director;
38. To maintain a database(s) for important events, and help with letters, mailings, manage HR mailbox/email inbox, etc. as needed or assigned;
39. To ensure all filing is completed accurately.
40. To assist Public Relations/Government Relations/Legal Services when necessary (i.e. answering phones, typing, etc.);
41. To maintain confidentiality at all times;
42. Perform other duties as deemed necessary and assigned by the Human Resources Director.

QUALIFICATIONS:

Applicants for this position must meet or exceed the following qualifications and have the enumerated skills and abilities:

Education and Experience

1. College credits or degree required in a field that is related directly or indirectly with one or more of the essential functions of the job;
2. Proficiency using Microsoft Word, Microsoft Excel; Microsoft PowerPoint, and typing as exemplified by passing the qualification test(s) given during the interview process;
3. Experience personnel relations;
4. Independent decision making in former employment.

External Candidates will be required to provide mandatory clearances. This includes the Act 34 (State Criminal Clearance), Act 151 (Child Abuse) and Act 114 (FBI Clearance). All Clearances must be within 1 year.