Executive Associate (Human Resources)

POSITION TITLE

EXECUTIVE

ASSOCIATE REPORTS TO

Chief Human Resource Officer

OVER-TIME STATUS

NON-EXEMPT

PAY GRADE

110

JOB SUMMARY:

Performs difficult skilled clerical and responsible administrative work performing a variety of secretarial and clerical tasks in an office environment; does related work as required. Work is performed under the regular supervision of the Chief Human Resources Officer. Supervision may be exercised over subordinate clerical staff.

ESSENTIAL DUTIES

Serving as confidential secretary to a school division executive such as a Superintendent or Chief Officer; processing incoming mail, telephone calls and visitors; preparing and maintaining detailed and complex records and files. Compiles, prepares and maintains detailed and complex records and files Types from rough draft, copy, dictating machine, marginal notes or verbal instructions; Takes and transcribes dictation of minutes of meetings, correspondence, memoranda, reports and other materials; Checks and reviews a variety of data for accuracy, completeness and conformance to established standards; Serves as receptionist; answers telephone and dispatches messages; Maintains appointment calendar, schedules appointments and meetings; Interviews visitors and refers to proper authority for disposition; Prepares, secures approval and issues purchase orders; Receives, checks, verifies and processes invoices; Receives, receipts and accounts for funds; Collects and prepares data for records and reports; Maintains payroll, benefits and personnel records; Handles a variety of confidential matters regarding departmental issues or personnel; Assists with the preparation of departmental budget; maintains departmental financial Records; Prepares documents for publication; Makes arithmetical calculations; requisitions supplies and materials for the department; Maintains mailing lists, files and card indexes; assists with program registration; Operates standard office, word and data processing equipment; Performs related tasks as required.

JOB SPECIFICATIONS/PHYSICAL REQUIREMENTS

Comprehensive knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of departmental programs and policies; ability to type, take and transcribe dictation accurately and at an responsible rate of speed; ability to make arithmetical calculations; ability to meet the public effectively; ability to operate a variety of office equipment; skilled in the use of data and word processing equipment; ability to establish and maintain effective working relationships with others; ability to follow oral and written instructions. This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects; work requires stooping, kneeling, reaching, standing, walking, lifting, fingering, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.

EDUCATION AND EXPERIENCE

Any combination of education and experience equivalent to graduation from high school including or supplemented by courses in typing and stenography and extensive clerical and secretarial experience.

APPLICATION PROCEDURE

All applicants please submit an on-line application along with copies of supporting credentials. Be sure to connect your application to the advertised position.

PORTSMOUTH PUBLIC SCHOOLS IS AN EQUAL OPPORTUNITY

EMPLOYER