**PENDING BUDGET APPROVAL - POSITION AVAILABLE JULY 2018**
CLARKSVILLE-MONTGOMERY COUNTY SCHOOL SYSTEM
JOB DESCRIPTION Job Title: Administrative Assistant I- Department: Central Office ***Human Resources- 1 Year Only (7/1/18 - 6/30/19)***
HOURS: 7:30am to 4:40pm
CLOSING DATE: 6/18/2018
***Additional Testing is required for this position - OPAC Clerical Test (Windows 7, Excel, and Word) and Typing Test
***High School diploma (or GED) required, with three to five years of administrative experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Date Reviewed: June 2018 Reports To: Chief Human Resources Officer
Purpose of Job
The purpose of this job is to assist in the scanning of employee files and HR records. Maintains a high level of confidentiality with all aspects of communication and the HR function.
Essential Duties and Responsibilities
The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Assists the HR staff with the conversion of paper files to electronic files.
Assists with the organization of electronic files in Docuphase.
Responds to routine and confidential requests for information or assistance from local and state officials, law enforcement agencies, members of the staff, the public or other individuals.
Organizes and manages all active and inactive personnel files located in the HR Department.
Coordinates HR forms, ensuring updated forms are distributed to schools and work locations.
Prepares department copies as needed.
Properly disposes of out-dated confidential paperwork within the HR department
Assists with preparation of employee ID badges.
Creates customer first culture within the HR Dept. and CMCSS. Assists in preparing routine and confidential correspondence, letters, memoranda, forms, reports and other documents and disseminates appropriately.
Assists with any HR events as needed.
Provides Administrative support to various Human Resources staff. Additional Job Functions
Performs other duties as required. Minimum Training and Experience Required to Perform Essential Job Functions
High School diploma (or GED) required, with three to five years of administrative experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Knowledge of Job
Has general knowledge of the policies, procedures, and activities of the School System and Human Resource practices as they pertain to the performance of duties relating to the job of Administrative Assistant I-Human Resources. Has general knowledge of Human Resource practices as necessary in the completion of daily responsibilities. Knows how to develop and administer operations and staff plans and objectives for the expedience and effectiveness of specific duties of the department. Keeps abreast of any changes in policy, methods, computer operations, equipment needs, etc. as they pertain to departmental operations and activities. Is able to effectively communicate and interact with supervisors, members of the general public and all other groups involved in the activities of the department. Is able to assemble information and make written reports and documents in a concise, clear and effective manner. Have good organizational, human relations, and technical skills. Is able to use independent judgment and work without direct supervision when necessary. Has the ability to comprehend, interpret, and apply regulations, procedures, and related information. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Has the mathematical ability to handle required calculations. Is knowledgeable and proficient with computers.
(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
PHYSICAL REQUIREMENTS : Must be physically able to operate a variety of automated office machines, which includes a computer, printer, facsimile machine, copy machine, calculator, telephone, etc. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to twenty pounds of force occasionally, and/or up to ten pounds of force frequently. Physical demand requirements are at levels of those for active work.
DATA CONCEPTION: Requires the ability to compare and or judge the readily observable functional, technical, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
INTERPERSONAL COMMUNICATION : Requires the ability of speaking and/or signaling people to convey or exchange administrative information. Includes giving assignments and/or directions to co-workers or assistants.
LANGUAGE ABILITY : Requires the ability to read a variety of informational documentation, directions, instructions, and methods and procedures related to the job of Administrative Assistant I-Human Resources. Requires the ability to write reports with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and a well-modulated voice.
INTELLIGENCE : Requires the ability to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to the job of Administrative Assistant I-Human Resources.
VERBAL APTITUDE : Requires the ability to record and deliver information to supervisors and officials; to explain procedures and policies; and to follow verbal and written instructions, guidelines and objectives.
NUMERICAL APTITUDE : Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; determine percentages; determine time and weight; and utilize statistical inference.
FORM/SPATIAL APTITUDE : Requires the ability to inspect items for proper length, width, and shape, visually with office equipment.
MOTOR COORDINATION : Requires the ability to coordinate hands and eyes in using automated office equipment.
MANUAL DEXTERITY : Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.
COLOR DISCRIMINATION : May require the ability to differentiate colors and shades of color.
INTERPERSONAL TEMPERAMENT : Requires the ability to deal with people (i.e. staff, supervisors, general public, and officials) beyond giving and receiving instructions such as in interpreting departmental policies and procedures. Must be adaptable to performing under minimal stress when confronted with an emergency related to the job of Administrative Assistant III-Human Resources.
PHYSICAL COMMUNICATION : Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear).
ATTENDANCE: A regular and dependable level of attendance is an essential function for this position.
The Clarksville-Montgomery County School System is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the school system may provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.