Executive Associate (Human Resources)

Portsmouth Public Schools • Portsmouth, VA

2d • Onsite

About The Position

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.

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.
• 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.

Responsibilities

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED