Executive Administrative Assistant to Chief Human Resources Officer presso Corpus Christi Independent School District

Education/Certification Required:

• High School Diploma

Technology Proficiency: Level 2 - Applied (use of)

• Computer operations
• Highly proficient in productivity tools (i.e., Word, Excel, Powerpoint, Outlook, Access, Powerpoint, etc.)
• Printers
• Job-related financial management systems
• Electronic file management applications
• District Acceptable Use Policy and Technology Ethics/Etiquette applications

Experience Required:

• Proven performance in position with similar responsibilities in the field of education and/or human resources
• Minimum of five years administrative secretarial experience

Personal Required:

• Knowledgeable, or willing to learn about the programs under the direction of the Executive Director of Human Resources
• Relates positively with others
• Communicates effectively in oral and written form
• Proficient in spelling, typing, word processing, computer skills, public relations and records management
• Ability to work with minimum supervision
• Bilingual (Spanish/English) preferred

Function

The Executive Administrative Assistant performs various secretarial duties, which require good judgment and knowledge of procedures, policies, and practices under the direct supervision of the Executive Director of Human Resources. The Executive Administrative Assistant assists with compiling reports, research, correspondence and other duties as may be assigned by the Executive Director of Human Resources.  In addition to high level technical skills, the Executive Administrative Assistant must be self-motivated and self-directed and must exhibit professionalism and confidentiality of the highest quality at all times. The Executive Administrative Assistant works carefully and tactfully with various internal and external customers, including District administrators, employees, visitors, and others.

Reports To:

Chief Human Resources Officer

Responsibilities:

• Assists in gathering and preparing Superintendent and/or Board of Trustee reports, action items and other reports as needed.   Communicates with staff regarding board items and deadlines.
• Assists in personnel matters and other confidential matters pertaining to District personnel.
• Assists in the preparation and compilation of budget and capital outlay requests and other reports as assigned.
• Assists in gathering information on confidential matters such as employee grievances and employee investigations.
• Assists in coordinating responses to public information requests.
• Works closely with District administrators and other staff on information needed in the Office of Legal Services.
• Organizes materials, tasks, assignments and other activities related to the Human Resources Department.
• Maintains budget reports through the BusinessPLUS system and Excel spreadsheets detailing expenditures.
• Assists other staff in the Human Resources Department in ensuring that protocols are followed, professionalism is exhibited and teamwork is initiated.
• Composes a variety of correspondence including memos, letters, reports and transmittals, as needed, and ensures grammatical and typographical accuracy.
• Assists with document preparation as requested.
• Maintains up-to-date files on all matters concerning the Human Resources Department.
• Makes appointments, schedules meetings and assists in making arrangements for meeting places and in contacting participants for various meetings and activities and maintains the Executive Director of Human Resources' daily calendar of activities.
• Performs general secretarial duties of receiving visitors, answering the telephone, giving information in accordance with approved procedure, taking messages and assisting internal and external customers.
• Opens and distributes both school and U.S. Mail, reviews incoming mail, notes deadlines, requests and other pertinent information and prepares responses as needed.
• Makes travel arrangements, including hotel, airline reservations and vehicle rentals for out-of-district meetings/conferences including preparation of all required travel forms.
• Performs other job-related duties as assigned by the Executive Director of Human Resources.

WORKING CONDITIONS:

• Maintains emotional control under stress
• Engages in occasional prolonged and irregular hours and light lifting
• Handles challenging situations
• Requires limited in-District travel
• Ability to receive information and/or instruction from internal/external customers through spoken expression.
• Ability to manipulate tools/equipment/keyboards.
• Ability to convey information and/or instruction to internal/external customers through spoken expression.
• Ability to perform work while standing and/or walking for extended periods, up to eight (8) hours a day.
• Ability to see detailed information, naturally or with correction.

The foregoing statement describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.