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