Performs advanced secretarial and administrative duties under limited direction for the Chief of Human Resources by performing the following duties for the purpose/s of assisting the Chief of Human Resources in the daily operation of the district as well as the planning, implementing, directing, and maintaining of district programs and communicating information on behalf of the district and the governing board to staff, other districts, and public agencies.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned.

• Performs administrative duties as directed by the Chief of Human Resources.
• Handles information of a confidential nature.
• Completes a high volume of computer work, using district computer programs with speed and accuracy, including confidential data, in an environment with constant interruptions.
• Reads and routes incoming mail and drafts responses, acknowledgments, etc. when appropriate. Composes and types correspondence on own initiative based on knowledge of Chief's views of HR and/or instructions. Processes outgoing mail.
• Responds to a wide variety of calls, concerns, and complaints to resolve problems, providing information, and referring to appropriate personnel.
• Supports the Chief of Human Resources and the Human Resources department to assist with administrative/governing functions and responsibilities.
• Attends Chiefs meetings assisting the Chief of Human Resources Director as needed.
• Assists with copyediting of district materials including correspondences, meeting minutes, memos, etc.
• Possesses a working knowledge of school board policies.
• Schedule, plan, and execute high-profile meetings, conferences/travel/accommodations, and/or events for the Chief, including creating the schedule, contacting all invited parties, preparing agendas and materials, arranging for catering, and distributing materials to all parties.
• Researches a variety of topics (e.g. current practices, policies, education codes, board agenda items, parental complaints, legal updates, ) for the purpose of providing information to the Chief of Human Resources.
• Updates information pertaining to Caddo Parish for submission to the Louisiana State Department of Education as instructed.
• Manage office budget, allocating expenditures according to District requirements. Prepare and process requisitions; resolve any problems with vendor invoices and statements; approve for payment. Procures supplies and equipment to maintain the availability of required items.
• Prepares absence reports for the Chief’s department.
• Provides clerical support when meetings are hosted by the Chief.
• In the absence of the Chief, coordinates with designee during crises or pressing situations.
• Maintains a professional image of the Chief's office.
• Acts as a friendly ambassador for Human Resources and the school district.
• Performs other related duties as required or assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High School Diploma or GED with additional specialized or technical training; four to six years job-related experience; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and interpret general business documents. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, employees and the general public.

CERTIFICATES, LICENSES, REGISTRATIONS

Certified Professional Secretary (CPS) designation is desired.

SKILLS RELATED

Ability to type at a minimum of 65 correct words per minute, take dictation at a minimum of 90 correct words per minute and to operate office machines such as a typewriter, word processor, calculator and personal computer.

PERSONAL CHARACTERISTICS

Ability to work tactfully and harmoniously with schools, staff, agencies, parents, and/or the public. Ability to hold records, reports, and conversations in confidence. Ability and initiative to plan, organize, and carry out assignments under minimum supervision.

REASONING ABILITY

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and use hands to handle or feel objects or controls. The employee is occasionally required to walk and talk or hear.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.