JOB DESCRIPTION

TITLE: Human Resources Executive Assistant

DEPARTMENT/OFFICE: Human Resources

LOCATION: 797 Westminster Street

HOURS: 8:30 A.M. - 4:30 P.M.

Group 5 12 Month 1339 Union Position

Contingent upon funding

The Human Resource Executive Assistant supports multiple functions of the Office of Human Resources in a manner consistent with the mission, policies, practices and procedures of the School Department, with applicable employment laws and regulations, and with the terms and conditions of our collective bargaining agreements. The position may have specific accountability for certain employee and candidate populations, but must be knowledgeable and able to execute various human resource functions with any employee or candidate population.

EDUCATION TRAINING AND EXPERIENCE

High School Diploma or GED Diploma required

• Must have passed the appropriate clerical test

College degree from an accredited educational institution preferred

Education: Such as may have been gained through a High School Diploma or GED Diploma; college degree from an accredited educational institution preferred; and

E x perience : Such as may have been gained through a minimum of 1 year of experience in fast-paced department, preferably HR experience (customer service, recruitment, HRIS, employee relations, benefits administration).

Or, any combination of education and experience that shall be substantially equivalent to the above education and experience.

SPECIAL REQUIREMENTS:

In addition to meeting the education, training, and experience standards:

• Must possess exemplary organizational skills
• Must be confidential
• Must possess and consistently model excellent interpersonal and customer service skills and the ability to maintain composure in a fast-paced and demanding environment.
• Must have passed the appropriate clerical test.
• Bilingual in one of PPSD's 5 primary languages preferred

DESCRIPTION OF DUTIES, RESPONSIBILITIES AND CURRICULAR LINKAGES

DESCRIPTION OF PRIMARY DUTIES, RESPONSIBILITIES:

ILLUSTRATIVE EXAMPLES OF WORK PERFORMED: This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below. The job description does not constitute an employment agreement and is subject to change. Primary duties and responsibilities may include, but are not limited to the following:

Communications

• Serve as the main point of contact for all staff and stakeholders visiting and contacting the Office of Human Resources by greeting, welcoming, and directing them appropriately
• Maintain a log of visitors and calls to Human Resources and Serve visitors
• Support visitors by answering or referring inquiries
• Operate communication platform and telecommunication system for phone call referrals
• Monitor and route departmental faxes
• Monitor and route departmental email communication

Employee Records

• Departmental Filing
• Complete separation forms for staff members
• Process retirement forms for new hires, retirements, resignations, terminations, and buy-back participants
• Complete supplemental insurance forms

Departmental Support

• Payroll
• Department Mail

DESCRIPTION OF SUPPORT DUTIES AND RESPONSIBILITIES

While the above outline the essential duties and responsibilities, the Human Resources Associate will also be well-versed to support in the following Human Resources work responsibilities as needed:

General

• Assist in any aspect of departmental operations as directed by the Managers of Human Resources
• Assist with general office reception and other duties as assigned; utilize discretion when dealing with the public and employees on sensitive, confidential matters
• Maintain data across a variety of platforms (electronic and physical) as directed on an as-needed basis
• Operate a variety of office equipment, including computer-related software, scanners, photocopiers, fax machines, and printers; and perform related duties, as required.
• Sort, file, and copy documents as needed
• Support with departmental projects as needed

MINIMUM QUALIFICATIONS STANDARDS

• Excellent interpersonal and customer service skills and the ability to maintain composure in a fast-paced, demanding environment
• Exemplary Organizational Skills
• Ability to exemplify and model consistent professionalism and respect for all colleagues and customers
• Evidence of excellent secretarial skills, including proficient typing, filing, and records maintenance
• Demonstrated evidence of excellent written and oral communication skills, including but not limited to excellent English grammar, usage, spelling, and punctuation skills
• Proficiency in use of standard office equipment, including but not limited to facsimile, copiers, calculators, telephone system, and computers
• Understanding of systems and tools used in support of Human Resources procedures, including but not limited to the Providence Applicant Tracking System, all standard Microsoft Office applications (Word, Excel, Access, Outlook), and web-based tools (google suite, Let's Talk, etc.)
• Proficiency, or willingness to attain proficiency, in Lawson Human Resources Information System and Rhode Island Department of Education data systems
• Must have the knowledge and skills to build positive relationships with people from diverse populations
• Commitment to the mission and vision of PPSD and the relevance of job functions to that mission and vision

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, holidays, and Personal Time Off (PTO).