JOB TITLE: Administrative Secretary

IMMEDIATE SUPERVISORS: Chief Financial Officer & Director of Human Resources

GENERAL DESCRIPTION:

Performs intermediate skilled clerical work, including a variety of typing, data entry, filing and general office assistance tasks; does related work as required. Work is performed under regular supervision.

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects, and some light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires reaching, standing, fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound; visual acuity is required for depth perception, color perception, preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.

ESSENTIAL FUNCTIONS:

• Answers multi-line telephone, takes messages and routes calls for the human resources, payroll and finance departments, as needed.
• Receives and greets visitors to the human resources, payroll and finance departments and refers them to proper party.
• Responds to inquiries, and provides general information in response to questions directed to the human resources, payroll and finance departments.
• Processes and submits purchase orders, field procurements and invoices.
• Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and procedures.
• Receives, processes and distributes incoming mail and materials.
• Receives and processes various payments by employees/retirees such as insurance and duplicate badge fees, and remits monies to Finance daily.
• Collects and prepares data for records and reports.
• Compiles information necessary for Affordable Care Act tracking into new tracking system.
• Enters demographic changes such as address, banking and tax changes to employee information into Munis.
• Enters all new substitute employees into Munis.
• Types general correspondence, memorandum, reports, schedules, official notices, and other materials from rough draft, copy, marginal notes, or verbal instruction.
• Maintains records for DOT drug and alcohol screenings, and contacts drivers who have been selected for random screens.
• Assists the human resources department with recognition programs, including seniority recognition, Teacher of the Year (TOY) and the annual retirement dinner.
• Creates various forms, documents, and presentations.
• Requisitions supplies and materials.
• Maintains mailing lists, files and indexes.
• Performs general office tasks.
• Performs related tasks as required.

EDUCATION AND EXPERIENCE:

Require high school diploma or GED; general knowledge of standard office practices, procedures, and equipment; proficiency in the use of the Microsoft Office suite of software; excellent oral and written communication skills; ability to type and perform data entry work accurately and at a reasonable rate of speed; ability to operate a variety of data entry and office equipment; ability to establish and maintain effective working relationships with employees and the general public; ability to follow oral and written instructions; excellent attendance record.

Prefer general knowledge of Henry County Schools’ policies, procedures and practices, particularly those relating to human resources, payroll and finance; experience in the use of MUNIS.

Position will be posted until filled.

Henry County Public Schools is an Equal Opportunity Employer.