Confidential Administrative Assistant to Director of Human Resources

Summary of Responsibilities: The Confidential Administrative Assistant provides high-level administrative support to the Director of Human Resources. This position requires exceptional organizational and communication skills, attention to detail, and the ability to handle sensitive information with the utmost confidentiality. The ideal candidate will be professional, efficient, and capable of managing multiple priorities in a fast-paced environment.

Essential Functions:

1. Maintains accurate and up-to date employee records in compliance with state and district policies.

2. Enter and manage personnel data in HR/Accounting Software.

3. Assists with the onboarding of new employees by preparing paperwork, scheduling meetings and welcoming new staff.

4. Responds to HR related inquiries and provides excellent customer service to staff and the public.

5. Posts all job vacancies, schedules interviews, and prepares materials for hiring committees.

6. Key point person for maintaining and updating hiring software.

7. Prepare correspondence, employment verifications and HR documents as needed

8. Maintain records of employee evaluations for ESP union and GCB employees.

9. Maintains evaluation schedule of probationary employees and updates principals/supervisors monthly.

10. File personnel documents and assist in document organization and maintenance.

11. Coordinate pre-employment physicals, E-Verify and new hire reporting.

12. File employee accident reports as required through town insurance.

13. Maintain certifications of all current teachers and certified positions.

14. Verify and process tuition reimbursements for NEANK and NKESP.

15. Post, maintain and update webpage information as necessary.

16. Support office supply ordering and inventory for the HR Department.

17. Assist with special projects and general administrative tasks as assigned by the Director of HR.

18. Ensures all work aligns with district policies, union contracts, and confidentiality.

19. Proven ability to maintain confidentiality and demonstrate professionalism in all interactions.

20. Strong organizational and time management skills with attention to detail and accuracy.

21. Ability to communicate effectively, both orally and in writing.

22. Excellent interpersonal and customer service skills.

23. Ability to work independently and collaboratively in a fast paced environment.

24. Proficiency with computer systems, including Google and/or Microsoft Office suite.

25. Answers and directs departmental phone calls, receives and distributes central office mail, schedules appointments.

26. Updates Seniority information in accounting software.

27. Prepares school committee spreadsheet on new hires and terminations.

28. Coordinates the retiree cake celebrations and gifts.

29. Other duties and responsibilities as required by the Director of Human Resources.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each of the above noted essential duties satisfactorily. The requirements listed below 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:

Associate's Degree or coursework in Human Resources, Business, or Related field. Minimum of three years administrative, secretarial or clerical experience in an office environment. Previous experience in Human Resources or school departments setting preferred.

License/Certificate/Certification:

n/a

Technological and/or Technical Skills:

Technological proficiency in major computer software including Microsoft Office, Word and Excel. Experience with MUNIS, School Spring, eRide, Frontline, Google platform. Comfortable learning and using new tech systems.

Ability to maintain a variety of records and assist in the preparation of reports based upon these records.

Communication Skills:

Demonstrated ability to draft clear and concise correspondence.

Ability to communicate effectively with all levels within the organization including administration, staff and peers.

Planning Skills:

Ability to effectively prioritize and execute a variety of complex duties with minimal supervision.

Interpersonal and Problem solving skills:

Ability to interface with staff and community members in a pleasing manner. Ability to effectively handle complaints and issues utilizing a personable problem solving approach.

Terms of Employment:

At will.

Evaluation:

Per GCB.

Date: 3/2021, 10/2025

Job Type: Full-time

Pay: $58,000.00 - $62,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Work Location: In person