The Administrative Assistant supports the team’s delivery of courteous, accurate, and efficient services by providing administrative support for the Human Resources and Risk Management departments.
Essential Duties
Assists with administrative tasks for HR and Risk Management Departments.
Acts as primary backup for District Receptionist, covering breaks and absences.
Prepares various doucuments including correspondence, reports, and documents using discretion and maintaining confidentiality when necessary.
Makes contacts of a sensitive, complex, and confidential nature.
Creates and maintains various electronic databases as directed by department leaders to help track and refine procedures in the department.
Collects, compiles, and/or manipulates data using spreadsheet software for various reports and requests
Provides various services to customers such as assisting customers in securing needed information and documents.
Receives calls, greets visitors and employees as they come into the office/department.
Resolves non-routine problems in thorough and timely manner; uses discretion and knows who to go to in order to resolve issues and complete tasks. Requires analysis and interpretation of situation and selection of approached.
Serves as timekeeper for department and updates department calendars.
Assists with the coordination of meetings and events.
Facilitates purchasing processes by submitting purchase requisitions, orders and goods receipts
Shares responsibilities of other members of the department/division during peak periods or when there is an overload of duties.
Maintains and develops customer service relationships with both external and internal customers and other departments by responding promptly and courteously to customer needs and expectations.
Handles various employee records and requests while maintaining confidentiality with all sensitive information.
Develops interpersonal relations by building productive rapport with employees at all levels within and outside the department. All employees are treated with fairness, dignity and respect.
Intermediate or higher experience with an office productivity software suite such as Microsoft Office Suite (Word, Excel, and PowerPoint), or Google Suite (Documents, Sheets, and Slides).
Experience using an HR Information Information system to maintain records and run reports such as SAP, Oracle, or an outsourced payroll system.
Regular and dependable attendance is required.
Ability to perform accurate filing, record keeping tasks, and data entry.
Excellent interpersonal and written/verbal communication skills.
Excellent time management skills with the ability to multi-task and prioritize to meet deadlines.
Strong attention to details and organizational skills.
Ability to learn and utilize the district software programs and systems in the performance of regular duties.
Ability to collaborate and work in a team environment and independently.
Prior work experience in Human Resources and/or Risk Management
Relevant experience may be substituted for formal education at a 2:1 ratio. Therefore for every 1 year of college lacking, 2 years of directly relevant experience may be substituted.
Physical/Mental Requirements
Must have adequate manual dexterity to write legibly and perform required duties on the computer.
Must have adequate visual acuity to read, interpret and transcribe written material and other required duties.
Requires normal range of hearing and clear speaking abilities to interact appropriately with others in person and on the telephone.
Requires some stooping, bending, stretching and occasional lifting not to exceed 25 pounds.
Sitting for prolonged periods of time.
May periodically require work outside of normal business hours, including weekends, under sometimes. stressful conditions in order to meet business needs and strict deadlines.
Work Environment
Office duties will be performed in a well-lighted, climate controlled environment.
Reports To: Executive Director of Human Resources
FSLA Status: Exempt
Compensation: Schedule 808 (salary is determined by experience and education levels)
Work Days: 242
FTE: 100
This job description is not intended to be all inclusive. The employee will also perform other reasonably related business duties as assigned by the supervisor or appropriate administrator. Oklahoma City Public Schools reserves the right to, update, revise or change job duties as the need prevails. This document is for communication only and not intended to imply a written or implied contract of employment. The Board of Education and Superintendent may approve alternatives to the listed qualifications.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
Industries
Education Administration Programs
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