School District Position Description s5

Elkhart Community Schools Position Description

Position Title: Human Resources Secretary Classified Employees & Substitute System Qualifications: Required: High School Diploma or GED; self-starter with initiative; excellent clerical and computer skills; good public relations; good telephone skills; ability to work as a member of a team and maintain confidentiality. Must demonstrate a pattern of regular and timely attendance. Desired: Minimum of 4 years office experience. Experience with Aesop substitute systems. Department: Human Resources Department Reports to: Director of Human Resources Prepared by: Cheryl Waggoner/Maggie Lozano Date: 02/17/2017 Approved by: W. Douglas Thorne Date: 02/17/2017

SUMMARY: Provide appropriate secretarial support services for the Human Resources Office. Report directly to the Director of Human Resources. Primary responsibilities shall be to maintain employee records for classified employees and assist in processing all facets of employment data pertaining to classified employees. Provide monitoring and support of the substitute system by tracking the activities within the substitute calling system and cooperating with building principals, or designees, in obtaining substitutes for teachers who are absent from their assignment.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Other duties may be assigned):

1. Gain insight and working knowledge of all functions of the Human Resources office. 2. Consistently demonstrate competent clerical skills, (e.g. word processing, spreadsheets, proofreading, record keeping, filing, data entry, copying, use of switchboard and Microsoft Office). 3. Establish and maintain files and records on each classified employee within an orderly structured system. 4. Prepare and submit all required reports in a timely manner. Maintain a schedule of due dates for all required reports (e.g. Affirmative Action, DOE State Report, EEO5 Federal Report, annual financial reports, salaries, anniversary increases, staff recognition, etc). 5. Coordinate necessary forms, records, wages, benefits and evaluations of all new classified employees with appropriate departments and schools. 6. Assist classified employees at time of retirement regarding benefits. 7. Prepare, maintain, process, track, record and distribute probationary and annual evaluations as prescribed by policy and regulations. 8. Secure classified substitutes upon request for long-term substitutes. 9. Review daily substitute needs in the Aesop System to assess where the district-wide subs will be placed. 10. Manage substitute system by daily tracking substitute requests and vacancies throughout the district. Report trends and problems to the Director of Human Resources. 11. Track substitutes in regards to 45 day requirement for pay increase; report to payroll department. 12. Assist the Director of Human Resources in planning and conducting annual fall substitute teacher meeting, professional development and in-service endeavors. Annually assist with revisions of the substitute teacher manual. 13. Prepare and submit contracts and revisions for bus drivers and classified administrators as needed. 14. Prepare and distribute work calendars annually to all classified employee groups upon approval of the Director of Human Resources. 15. Establish appropriate vacation benefits, pursuant to Board Policy, for each classified employee and communicate information to appropriate supervisors, payroll department and employees. 16. Prepare supporting documents and classified personnel recommendations for board report. 17. Complete required forms for the placement of student teachers, communicate with universities and schedule observations for the Director of Human Resources; issue PGP (professional growth points) to cooperating teachers at the completion of the student teacher placement. 18. Annually prepare and distribute letters of intent for reemployment by the corporation to all appropriate employees. Maintain a list of all applicable employees.

4/8/18 05:25:47 Classified Employees/Substitute System Page 1 of 3 19. Assist with school system’s all-school mailing, usually in July of each year. Include necessary information to classified employees pertinent to the upcoming school year. 20. Take calls, relay messages accurately, verify employment and establish appointments graciously. 21. Maintain current file on all classified and certified employee leaves and long-term illness absences and notify payroll. 22. Enroll classified employees in PERF. 23. Identify classified documents for scanning and archiving. 24. Maintain and update ESC policy book assigned to the Human Resources department as requested. Review and become familiar with all policy handbooks. 25. Backup for Certified employee intake. 26. Backup for application system. 27. Assist with organization of all Human Resources department functions and perform other duties as assigned by the Director of Human Resources.

Qualification Requirements: 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.

Required Education and/or Experience: High School Diploma or GED; self-starter with initiative; excellent clerical and computer skills; good public relations; good telephone skills; ability to work as a member of a team and maintain confidentiality. Must demonstrate a pattern of regular and timely attendance.

Desired Education and/or Experience: Minimum of 4 years office experience. Experience with Aesop substitute systems.

Other Skills and Abilities: Experience working with computers is necessary. Microsoft Office training/experience is preferred. Ability to establish and maintain effective working relationships with co-workers and the public. Ability to perform duties with awareness of all district requirements and Board of Education policies.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.

Physical Demands: 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 continuously required to sit; stand; walk; use hands to finger, handle, or feel objects; operate computers and other office machines and equipment; reach with arms and hands; talk and hear on the telephone and in other interactions.

The employee may frequently lift and move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. There are no environmental hazards indicated for this position. 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.

4/8/18 05:25:47 Classified Employees/Substitute System Page 2 of 3 The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. The individuals currently holding this position perform additional duties, and additional duties may be assigned.

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