Lead Secretary

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Position: Lead Secretary
Location: Administrative Offices
Start Date: As Soon As Possible
Reports to: Human Resources Executive Director
Work Year: 12 months

POSITION GOAL:
To provide administrative support to the Human Resources Director on personnel matters. Assists with operational and technical human resources duties to include but not limited to: onboarding, educator certification, employee/personnel projects, data management and reporting, contract interpretation, office automation, seniority rosters, inter/intra correspondence, etc.

MINIMUM REQUIREMENTS:
The requirements listed below are representative of the knowledge, skill and/or ability required:

• High School Diploma or GED.
• Three (3) of secretarial level work experience or any combination experience and/or higher education.
• Experience in Human Resources and/or education field, preferred.
• Proficient to Intermediate in Microsoft Office Applications (Word, Excel, PowerPoint, and Outlook; Google Drive preferred).
• Operation of office equipment, information systems, and databases.
• Knowledgeable of the human resources function; Human Resources experience highly preferred.
• Bilingual skills preferred.
• Acceptable Criminal Background Report and no entries on Child Abuse Registry.
• Regular attendance is an essential function of the position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty and responsibility. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

HUMAN RESOURCES ADMINISTRATION:
Implements HR best practices, procedures, and processes for district personnel; assists in development and implementation of personnel procedures manual and employee handbook; maintains compliance with district, federal and state regulations concerning employment and HR administration; assists with processing terminations; schedules meetings and interviews as requested; responsible for file management functions; files and copy documentation into appropriate personnel files; orders and distribute supplies; maintain inventories.

TALENT ACQUISITION/ONBOARDING:
Participates in the talent acquisition processes for all employee groups (regular and casual/seasonal) and coordinates the use of temporary employees; writes and places job advertisements and announcements; conducts reference checks; extends job offers; conducts new-employee orientations; verifies I-9 documentation and assists with new employee criminal background checks and required paperwork e.g. physicals; prepares new employee files; maintain database of picture/badges; prepares correspondence including but not limited to job descriptions, job acceptances, notifications, regret letters, etc.

RECORD KEEPING/DATABASE MANAGEMENT:
Implements and maintains all office recordkeeping systems including databases (e.g. Data Service Center, FSF, PHRST System); uses both computer and manual filing systems which allow for efficient collection, retention, and retrieval of information; completes forms which may include purchase orders, online supply orders, conference/travel claims, mileage claims, timesheets, evaluation forms, seniority rosters and other related forms; process various reports to meet established schedules/deadlines for District, State, and Federal requirements; maintains budgets, records, reports; maintains Human Resource Information System records.

COMMUNICATION/CUSTOMER SERVICE:
The Lead Secretary position within the HR Division is frequently required to communicate by phone, in writing, and in person with staff, community members and agency representatives on matters that are both complex and sensitive. Acts as liaison between the HR Director and/or designee and stakeholders by professionally and courteously conveying information concerning rules, regulations, maintains internal communication system ensuring personnel are kept informed of needed information; coordinates the transfer of information between HR division, outside agencies and school districts; communicates as necessary with HR Director.

OTHER DUTIES:
Shall perform other tasks and assume other responsibilities as may be assigned.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities 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 use hands and/or fingers to handle, or feel; reach with hands and arms; talk or hear; and taste or smell. The employee frequently is required to stand, walk, and sit. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

HOW TO APPLY:
Interested candidates who meet the qualifications may apply by completing an employment application at https://applitrack.com/colonial/onlineapp no later than 11:59 pm on the closing date. Applicants needing special accommodations in the application process of this vacancy announcement may contact the Human Resources Division at (302)323-2712.

The Colonial School District is an equal opportunity employer and does not discriminate against employees, applicants, visitors, or others, and does not deny access to educational or other services, based on any characteristic prohibited by law.”


Note: Incomplete application packages will not be considered.