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Executive Assistant - Department of Human Resources

Employer
Danville Public Schools
Location
Danville, VA, US
Salary
Competitive
POSITION TITLE: Executive Assistant - Department of Human Resources
JOB STATUS: OPEN
POSTING DATE: 12/28/2020
DEADLINE DATE: Applications will be screened on receipt and interviews of candidates who meet the qualifications will be conducted as soon as possible, with selection to follow quickly thereafter.

POSTING NUMBER: 002134
NATURE OF POSITION:
Under the direction of the Chief Human Resources Officer, the Executive Assistant for the Department of Human Resources will assist in the daily operations of the human resources office.

ESSENTIAL FUNCTIONS:

  • Plans, initiates, and manages the administrative practices and procedures of the Chief Human Resources Officer's office.
  • Performs complex and responsible duties for the Chief Human Resources Officer.
  • Responds to inquiries from school staffs, central offices, parents, and outside organizations regarding programs; answers inquiries within areas of authority and refers other calls to appropriate staff; as situations warrant, explains procedures and requirements to callers in order to resolve matters or to facilitate action.
  • Screens electronic correspondence, telephone calls and visitors, answering questions and completing business involving established policy or routine matters.
  • Reviews correspondence for the Chief Human Resources Officer, replying to those items not requiring supervisor's attention and routing matters requiring action by department or school administrators, as appropriate.
  • Manages, updates, and inputs department information related to agenda items including policies, documents, and presentations in public portal (Boarddocs).
  • Maintains control records on incoming correspondence and action documents and follows up on work in progress to ensure timely response or action.
  • Assists Chief Human Resources Officer's with scheduling and managing appointments.
  • Creates agendas for and takes official minutes at conferences and meetings.
  • Researches and develops material for use in the Chief Human Resources Officer's official engagements.
  • Produces correspondence, reports, charts, presentations, and other complex documents, formatting documents according to established guides or as determined appropriate; corrects grammar and spelling; prints documents and arranges for mailing or distribution as necessary; maintains reference files/materials, and other office records; prepares office forms and documents such as purchase orders, vouchers, requisitions, personnel actions, and time and attendance reports, and sends to appropriate units for response; maintains logs of such actions and follows up as necessary.
  • Produces and other materials using information management software to enter, edit, print, and file information.
  • Interfaces with the Leadership Team, the School Board, school personnel, state/county/local government officials, vendors, and the public.
  • May perform financial duties associated with budget management, purchasing, record-keeping, and reconciliation of financial reports.
  • Participates in arranging events, conferences, meetings, and other activities; assembles information, prepares informational materials, locates and organizes for necessary space and services; maintains related expense activity files and records; makes travel arrangements, including hotel and travel reservations; prepares itineraries; processes expense reimbursements.
  • Performs related duties as required or assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

  • Knowledge of or interest in issues affecting education
  • Knowledge of the functions of the school division, its operating procedures, and regulations
  • Strong analytical and organizational skills
  • Thorough knowledge of standards and high level office practices and procedures, equipment, and techniques
  • Thorough knowledge of business English, spelling, grammar, and punctuation
  • Expertise in using word processing, spreadsheets, and other computer applications
  • Ability to interpret and apply policies and procedures
  • Ability to make difficult mathematical calculations and to set up complex forms and statistical tables
  • Ability to exercise independent judgment, tact, and initiative
  • Excellent human relations skills and ability to establish and maintain successful cooperative working relationships with school-based and central office staffs, as well as with clients outside of the organization
  • Ability to communicate effectively, both orally and in writing
  • Ability to meet the public effectively


EDUCATION/EXPERIENCE/QUALIFICATIONS:
Any combination of education and experience equivalent to graduation from high school supplemented by business courses; Bachelor's degree in business-related field or higher, preferred. At least five (5) years of work experience in progressively responsible clerical roles.

START DATE: As soon as possible after selection
SALARY / STIPEND: Pay Range: $19.80 - $31.68 per hour, depending on experience and advanced degrees. Danville School Board pays the employee cost, in full, for state-mandated life insurance; and in part for state retirement and health insurance. Other benefits - sick, personal, and annual (vacation) leave.
TO APPLY: Complete a Danville Public Schools online application for "Classified" positions. Follow all instructions on the DPS "Employment Opportunities" page to apply for this specific position.

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