Executive Secretary, Human Resources

Location
Anchorage, AK, US
Salary
Competitive
Posted
Oct 10, 2019
Ref
5158
Position Type:
Classified Administration/Executive Secretary Human Resources

Date Posted:
10/9/2019

Location:
CHIEF HUMAN RESOURCES OFFICE

Closing Date:
10/16/2019


Bargaining Unit: EXEMPT
Work Year: 240 days per year
Work Day: 8 hours per day
FTE: full time, 1.0 FTE
Salary: $50,000 - $65,000 DOE

Job Summary
The Executive Secretary of Human Resources provides varied, sensitive and confidential administrative and secretarial support to the Chief Human Resources Officer and other division staff. The executive secretary maintains confidentiality and professionalism, communicating effectively with union representatives, district staff and members of the public, producing complex confidential reports and memoranda, efficiently maintaining files, and providing other administrative services. The position has a retirement association with the Public Employees' Retirement System (PERS).

Job Requirements
The following are required:
  1. A high school diploma or equivalent.Two years' experience in an executive/administrative secretarial position.

The following are preferred:
  1. Bachelor's degree.Knowledge of labor relations and human resources.Professional HR Certification (aPHR, PHR, SHRM-CP, etc.)

Essential Job Functions
  1. Provides administrative support to the chief human resources officer, his/her direct reports and the Labor Relations Department, working independently, maintaining accurate records, and completing assignments from more than one supervisor.Prepares communication with minimum direction for approval and review of supervisor(s) to include reading, writing, proofreading letters, memos, forms, policies, and procedures, including the handling of sensitive and confidential information, and demonstrating comprehension of complex labor relations correspondence.Maintains confidentiality at all times.Responds to phone calls, schedules appointments and arranges meetings, delivers timely notification of meetings and appointments and uses independent judgment in setting priorities and proposing alternatives to meetings as needed.Initiates oral and written communication with central administration staff and building/program administrators.Plans, organizes, and facilitates heavy volumes of work and accepts additional duties as requested.Maintains electronic database and paper files for discipline and grievance records, confidential files, correspondence, and other records.Maintains records for bargaining unit sick leave banks.Maintains calendar and monitors leave for direct report personnel.Researches historical data in response to public and internal requests for information as directed.Prioritizes and tracks work projects in accordance with established timelines, and seeks advice and reports on progress as appropriate.Provides administrative support to the ASD bargaining team for contract negotiations as directed.Prepares and monitors the Human Resources Division budget accounts and supplies, and orders materials as appropriate.Acts as district liaison to JBER to facilitate ASD staff access to Base and to coordinate communications to supervisors and staff regarding Base access issues.Demonstrates effective computer skills, including work with Microsoft Office applications and other business management systems.Works occasional evenings/weekends.Establishes and maintains productive working relationships with all levels of the organization, unions, and the public.

Physical/Mental Demands
The physical demands of this job require frequent standing, walking, sitting, speaking, and hearing. Specific visual abilities are also required. The employee is regularly required to reach with his/her hands and arms and occasionally lift items weighing less than 40 lbs. Additionally, the employee must be able to communicate by oral and written means in an appropriate business manner and have cognitive skills to understand instructions, readily recall facts and details, handle conflict, and make effective decisions under pressure. The employee must have the ability to effectively manage the stress of working with students, parents, and other employees representing diverse cultures, personalities, and work styles in a dynamic work environment.

The Anchorage School District is committed to providing reasonable accommodations, according to applicable state and federal laws, to all individuals with qualified physical or mental disabilities.

Work Environment
Work is performed in a professional environment with a wide variety of individuals having differing functions, personalities and abilities, including working with diverse groups of people in a variety of different settings.

May be required to use personal vehicle for business purposes.

While performing the duties of this job the employee may be regularly exposed to a video display. The employee may be exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.

Additional Job Information
This job description in no way states or implies that these are the only duties to be performed by the employee(s) in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties as requested by any person authorized to give instructions or assignments.

Anchorage School District employees must possess the ability to read and write in English. This includes the ability to communicate in English with school staff, coworkers, and the public. Employees must also have the ability to comprehend and carry out oral and written directions and understand and follow English instructions and written documents.

Offers of employment are contingent upon completion of a satisfactory criminal background check.

This position may be required to work in ASD facilities on the military installations (JBER). Please visit www.dhs.gov/real-id-enforcement-brief for additional information.

The Anchorage School District is an Equal Opportunity Employer.

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