Confidential Secretary to the Director of Human Resources

Warwick Public Schools•Warwick, RI

About The Position

The Confidential Secretary to the Director of Human Resources provides comprehensive administrative, operational, and confidential support to the Director and the Human Resources Department. The position requires organization, initiative, discretion, and independent judgment in managing daily operations, maintaining personnel records, preparing data reports and presentations, coordinating staffing activities, and supporting employee relations matters. It serves as a liaison among Human Resources, Payroll, school administrators, employees, and the School Committee. The role maintains the Director’s calendar and serves as a point of contact in person and by phone. It prepares and analyzes reports and presentations; maintains files and records; works with Payroll on position control; organizes documents for School Committee meetings and non-union employment contracts; maintains grievance records and tracks teacher tenure; confidentially supports internal investigations; coordinates staffing activities and job fairs; assists with budget management; drafts correspondence; verifies employment; and welcomes visitors. Other duties may be assigned by the Director.

Requirements

Possess a high level of secretarial skills and the ability to develop effective working relationships with professional staff, the public, and the community.
Be highly organized and able to handle a fast-paced office environment.
Handle confidential data and material with utmost discretion.
Communicate clearly and concisely, orally and in writing, with minimum direction.
Perform duties with awareness of school department collective bargaining agreements, policies, and procedures.
Readily understand and carry out oral and written directions.
Be digitally literate with school department software, including Microsoft Office, Google, and Alio.
Be able to learn additional software programs used by the Human Resources office.
Education such as may be gained through graduation from senior high school or equivalent (GED).

Nice To Haves

Graduate of a business or secretarial college.
At least five years of experience as a private secretary.
Deep understanding of WTU and WISE contracts.

Responsibilities

Maintain the Director of Human Resources’ calendar.
Serve as the Director’s point of contact in person and by phone.
Prepare and analyze data reports and draft reports and presentations using district software.
Maintain files and records independently.
Work with Payroll on position control management.
Draft and organize documents for monthly and special School Committee meetings.
Draft and organize non-union employment contracts and track expiration dates.
Maintain grievance documents and track teacher tenure status and supervisor notifications.
Provide confidential support to the Director during internal investigations.
Support the Secondary Office and school sites with Appendix B postings.
Organize staffing needs related to layoffs and involuntary transfers.
Manage job fairs for WTU and WISE.
Assist the Director with budget management.
Draft letters and correspondence for the Director.
Verify employment.
Serve as a point of contact for visitors.
Perform other duties identified by the Director.