POLSON SCHOOL DISTRICT #23 Job Description Personnel Specialist/Administrative Assistant REPORTS TO: Superintendent ESSENTIAL FUNCTIONS: Personnel Specialist
Develops personnel forms and job descriptions for classified and certified staff Coordinates hiring process procedures in conjunction with the superintendent Prepares and posts vacancies and job openings on OPI, UM websites, Job Service, and area newspapers Develops applicant files for required job materials relevant to vacant positions/openings Informs administrators of completed files within the applicant pool Assists with process of new job openings. Assists with setting up job interviews. Sends post selection form letters—notes if principal called applicant or needs to send a letter. Prepares and posts vacancies and job openings on OPI, UM websites, Job Service, and area newspapers Develops applicant files for required job materials relevant to vacant positions/openings Informs administrators of completed files within the applicant pool Assists the superintendent and other administrators with supervision, evaluation, probation, and termination of staff Oversees maintenance of accurate and complete personnel records. Ensures that rules concerning confidentiality and retention are followed Keeps abreast of legislation affecting human resources Responsible for overseeing employee benefits programs Works with administrative staff to set long-term staffing goals and strategies Oversees training and safety programs in context of compliance with government regulations. Set up time lines Makes regular reports to superintendent and/or the Board as requested Maintains up-to-date files of all payroll information Maintains all employment forms, including but not limited to retirement, IRS, and W-2’s Only minimum duties are listed. Other functions may be required as given or assigned.
REPORTS TO: Superintendent ESSENTIAL FUNCTIONS: Administrative Assistant
Serve as an assistant to the superintendent; also to building principals or other administrators when directed by the superintendent Performs and organizes a wide variety of secretarial and clerical duties for superintendent, administrative personnel, teachers, and support staff in an efficient manner Maintains and coordinates multiple calendars for the superintendent and district office personnel Runs back ground checks for all new employees Maintains current employee files Sends notices, maintains and up dates teacher renewal license Assists with the calm, efficient running of the District Office Assists the superintendent in preparing and mailing board packets for monthly or special board meetings Assists in completing forms for grants, federal reports, and end of the year reports Develops Home School reports and maintains current school year lists Develops an “Out of District” student report and maintains current school year list Maintains Seniority Lists for certified, classified (represented and non-represented) employees May attend meetings and conferences and act as recorder, preparing reports for actions taken and assignments made.
Directs preparation of all notices for School Board meetings and elections Responsible for coordinating substitute teachers and substitutes for classified positions Independently composes a variety of materials such as letters, memoranda, bulletins, reports, and statistical data from rough drafts or oral instructions Maintains current certified and classified substitute teaching lists for the district Sends notices, maintains and updates bus driver certificates Maintains all forms used by district office and schools Assists with the Transportation Director regarding New Land Developments impact on Polson School District and the transportation department Only minimum duties are listed. Other functions may be required as given or assigned.
Desired Minimum Qualifications: Equivalent of a high school diploma supplemented by or including courses in office organization or secretarial skills, or any combination of training and/or experience that provides the desired knowledge and abilities. Prior service demonstrating responsible office experience, preferably in a school district. Work efficiently and with a service-oriented attitude under stressful situations with constant interruption. Understand and apply complex policies and rules Maintain cooperative working relationships with those contacted in the course of work Ability to handle stressful situations Ability to maintain strict confidentiality of employment and student information Ability to effectively manage time and responsibilities Equipment Used: Computer, calculator, copier, telephone/voice mail, fax, postal meter Work Environment: While performing the duties of this job, the employee constantly works around others and works with the public. The employee must be able to meet deadlines with severe time constraints. The employee regularly works inside. The noise level in the work environment is usually moderate. Physical Demands: While performing the duties of this job, the employee is frequently required to sit; occasionally walk and stand; twist at neck and waist. Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus. The employee is required to be able to hear conversations in quiet environments. Mental/Motor Demands: While performing the duties of this job, the employee often performs routine work. The employee frequently exercises flexibility (ability to shift from one task to another). Guidance and reinforcement are usually available. The employee frequently works within time constraints and maintains attentiveness intensity. The employee is frequently involved in social interactions which require oral and written communications.
The physical demands, work-environment characteristics, and mental/motor demands described within this job description 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.
For those classified employees under a written contract for a specified term, nothing contained in this job description shall create a property right beyond the specified duration of the employment contract.
My signature below indicates I have read and understand all functions, expectations, qualifications, equipment used, work environment, physical, mental and motor demands of this job. _____________________________________________ Employee Signature __________________________ Date
____________________________________________ Signature of Supervisor History Approved on: Revised on: May 1, 2007
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