Job description

Position Description
Administrative Assistant 3

SECTION I: GENERAL INFORMATION

Position Title: AA3 – Human Resource Assistant Department: District Office

Reports to: Human Resources Director FLSA Status: Non-exempt

Classification: Administrative Assistant 3 Bargaining/ Work Unit: Admin & Management
Support Professionals

Position Last Updated: September 2021 Next Position Description Update: October 2024

SECTION II: JOB SUMMARY

Provide support to Human Resources, including Substitute hiring and assignment fulfillment, data entry, involvement in worker’s compensation processing and absence management. Collect, organize, maintain and disseminate data related to operational departments. Provide customer service to District Office visitors and callers by answering or referring inquiries. Oversees the issuance of badges for the district.

SECTION III: DUTIES AND RESPONSIBILITIES

Duty/ Responsibility Number: 1 Statement of Duty/ Responsibility:

Percent of Time 25 Substitute Hiring

Tasks involved in fulfilling above duty/ responsibility:

• Manages the daily fulfillment of teacher and para substitutes in all buildings and programs across the district. Includes: reviewing Absence Management sub finder system to determine number of unfilled absences for the day, calling substitutes in the morning to fill absences when needed, enter and updating information within Absence Management

• Hires and onboards substitute teachers, processing paperwork and meeting with the new substitute to get them set up in the district.

Duty/ Responsibility Number: 2 Statement of Duty/ Responsibility:

Percent of Time: 25 Customer service and clerical support for Human
Resources Department

Tasks involved in fulfilling above duty/ responsibility:

• Assists HR administrators with data entry of benefits information, new employee paperwork, scheduling of new employee orientations, and issuing new employee badges
• Assists employees with all their employment needs.
• Welcomes visitors by greeting them in person or on the telephone.
• Directs visitors to the appropriate person and office, as and when appropriate
• Provide basic and accurate information in-person and via phone or email.
• Create employee badges for new employees, maintain and manage badge access for existing employees, issue duplicate badges as needed
• Order office supplies for the District Office
• Maintain printers, copiers, and postage meter.. Create service calls when needed to ensure toner, ink cartridges and any supplies are ordered and stocked. Refill the postage machine and run postage reports for finance (2-3 times a year).

• Compile leave reports and substitute reports bi-monthly for payroll
• Process E-Verify

Duty/ Responsibility Number: 3 Statement of Duty/ Responsibility:

Percent of Time: 10 Collects and maintains Workers Compensation
Information

Tasks involved in fulfilling above duty/ responsibility:

• Collects first reports of employee injuries on the job from district representatives in the various buildings and programs.
• Ensures all necessary forms are completed in a timely manner and submitted properly to the insurance carrier.
• Accurately maintains all records related to Workers Compensation and provides reporting in compliance with OSHA regulations.

Duty/ Responsibility Number: 4 Statement of Duty/ Responsibility:

Percent of Time: 15 Collects and maintains Staff Automated Reporting
(STAR Report)

Tasks involved in fulfilling above duty/ responsibility:

• Semi-annually, collects and prepares staff employment and assignment information and reports the data to the Minnesota Department of Education.
• Utilizes STAR information to generate a license/assignment discrepancy report and works with HR administrative staff to reconcile discrepancies.
• Utilizes STAR information to complete highly qualified reporting.

Duty/ Responsibility Number: 5 Statement of Duty/ Responsibility:

Percent of Time: 15 Evaluation System/Process

• Manage Frontline professional growth system as it relates to evaluations
• Perform the rollover annually and ensure employees are on the right cycle once the year has rolled
• Work with peer reviewers in assigning evaluations across the district
• Assist with evaluation form updates and making sure new forms or edited forms are updated in the system prior to the beginning of the school year.
• Assist with reassigning evaluations
• Pull professional development reports for teachers/employees who have left the district

Duty/ Responsibility Number: 6 Statement of Duty/ Responsibility:

Percent of Time: 10 Clerical Support for the Chief Human Resources and
Administrative Officer

• Supports the Chief Human Resources and Administrative officer related to data and reporting needs.

SECTION IV: KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge:

• Knowledge of human resources operations and data/reporting principles

Skills:

• General typing skills of 50 words per minute or greater with minimal errors.
• Demonstrated skills in computer word processing, data base, and spreadsheet applications with work that shows a high degree of accuracy.
• Excellent telephone communication skills and ability to work with the public in resolving concerns.
• Excellent command of the English language both in writing and speaking skills.
• Strong interpersonal skills and the ability to work effectively with supervisor in setting and accomplishing desired objectives.
• Excellent organizational skills and attention to detail.

Abilities:

• Ability to make decisions quickly and effectively.
• Demonstrated ability to work independently, organize work schedule and adhere to deadlines.
• Ability to train and support others in introductory applications of technology.
• Ability to relate positively to a wide range of individuals and to adapt to new or changing procedures.
• Ability to multitask with the ability to prioritize tasks

SECTION V: EDUCATION/ CERTIFICATION REQUIREMENTS

• High School Diploma.

SECTION VI: EXPERIENCE REQUIREMENTS

• A minimum of three years of clerical experience with duties and responsibility similar to those stated for this position with demonstrated performance of the qualifications identified. Previous experience in K-12 school environments is a plus.

SECTION VII: PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

Physical Requirements:

• Required to be able to sit, speak, hear, and use hands.
• Occasionally required to stand and walk.
• The specific vision requirements of the job include good close vision, color vision, peripheral vision, depth perception and the ability to read written or typed information and to adjust focus.
• There may be some lifting and moving of office materials of equipment, typically less than 50 pounds.

Work Environment:

• The noise level in the work environment is usually moderate.
• The employee must work with the public, staff, and supervisors.
• The employee will routinely work indoors.

Job Type: Full-time

Pay: $22.62 - $26.62 per hour

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Ability to commute/relocate:

• Richfield, MN 55423: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Customer service: 1 year (Required)

Work Location: One location

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