Job Title: Secretary/ Information Services/Data Entry (HR)
Job Code: 170
Grade: E
DOT Code: 209.387-022
Department: Human Resources Division
Prepared By: Richard Dezendorf
Prepared Date: March 31, 1997
Approved By: David Barr
Approved Date: April 3, 2001
Operates data entry and printer equipment to enter data and transactions into the Human Resource System and to print transaction forms for approval, distribution and filing. Maintains Human Resource System Tables, calendars, documentation and other elements of the system. Operates Department of Education computer terminal to enter data for state reporting and to print reports produced by the state. Files Human Resource System documents. Assist with data entry and clerical duties involving the Caddo Professional Evaluation Plan and the Teacher Assessment Program.
Essential duties and responsibilities include the following. Other duties may be assigned.
- Prepares original documents for data entry by placing codes from tables in fields where required.
- Enters personnel transaction data from Personnel Transaction Request forms, applications and recruitment forms into the recruitment, applicant, personnel and job control files of the Human Resource System.
- Prints transaction approval forms and verifies data with original document to ensure correctness. Furnishes approval document to Administrators and Director of Personnel for approval.
- Completes personnel transaction using approved approval document. Prints PT010, PT020, PT030, PT0XX and Personnel Transaction Request (turnaround document) as required. Distributes PTO’s and supervisor copy of turnaround document. Returns original recruitment, applicant and personnel files and documents to secretaries and administrators. Files documents, forms and other materials as required.
- Maintains the confidentiality of personal, confidential, proprietary, technical and financial data and information.
- Maintains Human Resource System table files, employment calendars, salary schedules and job descriptions. Maintains documentation, procedures, dictionary and listings or reports. Maintains rosters for classified personnel by school. Maintains calendars of workdays for employees. Maintains inventory of preprinted continuous forms, printer ribbons and other materials.
- Processes requests for reports, produces reports through Human Resource System files or on-line report-writer facility. Obtains report printouts from Human Resources Department for Data Processing Department printers, verifies the report against the request and distributes the report.
- Operates Department of Education terminal and printer. (The Department of Education has not supplied specific procedures for data entry, file maintenance or report printing.)
- Neat well-groomed appearance.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
High School diploma or GED diploma; technical training in computer related fields; two to four years job-related experience; or equivalent combination of education and experience.
Ability to read, analyze, and interpret common scientific and technical journals and legal documents. Ability to respond to common inquiries or complaints from employees and regulatory agencies. Ability to write reports, technical instructions, letters, and proposals. Ability to effectively present information to middle management.
Ability to key enter or key verify using data entry devices at 90 correct strokes per minute and to operate office machines such as typewriter, word processor terminal, copying machine and other office machines.
Apply principles of rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Interpret a variety of instructions furnished in written, oral diagrammatic, or schedule form.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to sit, stand, walk, and talk or hear.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.
Employee acknowledges that he/she is required to maintain a high standard of professional conduct. Breach of said professional conduct includes but is not limited to: neglect of duty, dishonesty, engagement in acts that are contrary to CPSB policy, unlawful activities, or any other conduct which is seriously prejudicial to the school system.
Director of Classified Personnel
Director of Certified Personnel
Employee Name: _________________________________________ SSN: ________-____________-________
(Type or Print)
________________________________________________________ ___________________________________
