Executive Assistant to Human Resources and the Deputy Director

JOB DESCRIPTION

JOB TITLE:                Executive Assistant to Human Resources and the Deputy Director

TERMS:                                 Full-time, in-person

MINIMUM SALARY:            $63,000

EMPLOYMENT STATUS:     Non-Exempt

REPORTS TO:                       Associate Director of HR and Deputy Director

ABOUT THE ROLE

Provide coordination and support to enhance the productivity and effectiveness of the daily operations for the human resources department, finance department and Deputy Director. This position will consist of 70% human resources responsibilities and 30% support for the Deputy Director.

RESPONSIBILITIES

• Assist Associate HR Director in implementing and evaluating the Association’s employee performance management
• Coordinate the management and implementation of personnel and employee benefit programs such as initiation, change and termination of medical, dental, disability and retirement
• Assist with all internal and external HR related inquiries or requests
• Oversee the compliance and maintenance of personnel records and files
• Schedule and coordinate various employee training and committee meetings throughout the year.
• Create Pay Forms for benefit payments and green action forms as needed for payroll
• Prepare FMLA notifications and maintain independent employee medical files
• In conjunction with the Associate HR Director, coordinate the recruiting process; maintain job file, place ads, accept resumes and applications, prepare correspondence to applicants, and schedule interviews
• Assist with interviewing of the potential applicants regarding their skills, experience and education
• In conjunction with the Associate HR Director, coordinate recruitment and placement of temporary personnel
• Serve as administrative assistant to Finance and Audit Committee meetings
• Sort and distribute incoming mail for both departments; compile checks and calculate dollar amount and forward checks to Accounts Receivable. Copy tabulations and record in Finance Excel spreadsheets
• Coordinate the onboarding for new employees and offboarding of existing employees
• Prepare yearly district membership dues letters and charter school membership/non- membership letters for upcoming school year for Finance dept (approx. 600 letters).
• Coordinate and finalize the compilation of the Association’s annual budget with Finance director
• Assist auditor once a year with information needs
• Coordinate service requests for facilities, repairs, and equipment
• Order food for monthly General Staff meetings, prepare employee recognition certificates, enter feedback from Directors into PowerPoint presentations
• Assist in planning and organizing activities for NJSBA staff including employee recognition, and morale boosters
• Maintain the deputy director’s schedule including making appointments, scheduling conferences and coordinating travel
• Submit purchase orders and invoices for the Manager of Human Resources and Deputy Director.
• Organize meetings for the deputy director including creating agendas and taking minutes
• Maintain confidentiality at all times
• Available to work evenings and weekends as needed
• Perform other duties as assigned

EDUCATION AND EXPERIENCE

• High school diploma or equivalency
• Proficiency in Microsoft Office 365 Apps including Teams, Lists, SharePoint, One Drive, Forms and traditional Office Apps, including Word, Excel, PowerPoint and Outlook. Strong computer skills are a must
• Prior experience maintaining confidential information
• Minimum of three years’ experience in human resources or talent acquisition

PREFERRED

• Bachelor’s Degree
• Experience as an administrative assistant
• SHRM HR Certification

KNOWLEDGE, SKILLS AND COMPETENCIES

Excellent customer service skills including patience and a helpful orientation is required. Excellent interpersonal, written, and organizational skills required. Good problem-solving skills, resourcefulness, and initiative required. Attention to detail; demonstrated ability to manage multiple tasks and meet deadlines in a fast-paced environment. Must be able to work with limited supervision, have a proactive work style, and the ability to work within a team. Must have a collaborative and problem-solving approach and a commitment to the mission of the Association. Must be able to learn and apply a wide range of knowledge about HR policies, practices, and procedures, and to learn new systems, apply technology and adapt processes. Ability to work cooperatively and collaboratively with others in the department. Must protect confidential information. High comfort level with computer and web-based systems, and ability and willingness to learn new software applications.

Please submit a cover letter, resume and two letters of recommendation to Dr. Timothy Purnell at [email protected] by December 1, 2024. 

Issued:            May 2021

Revised:          November 2024