Administrative Assistant – Human Resources Job in LAKE COUNTY OFFICE OF EDUCATION

Position Title: Administrative Assistant – Human Resources
Job Summary: Under direction of the Director ‐ Human Resources & Payroll, perform a wide variety of responsible secretarial and clerical duties. Work performed requires a high level of concentration, accuracy and thoroughness. Maintain confidentiality of privileged and sensitive information. Assist the
Director with administrative matters requiring knowledge of department policies and procedures, related LCOE rules and regulations, federal guidelines, and related codes and laws; organize and coordinate office activities and communications.
Representative Duties: (Incumbents may perform any combination of the essential functions shown below.Duties may vary from site‐to‐site. The position description is not intended to be an exhaustive list of all the duties, knowledge, or abilities associated with this classification, but it is intended to accurately reflect the principal job elements. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.)
Perform responsible secretarial and clerical work related to the function and programs to which assigned; plan, organize and coordinate activities to assist designated program administrator.
Assure the proper and timely completion of work; monitor and adjust assignment to assure work is completed in accordance to established standards and procedures
Organize and establish filing and record‐keeping system; sort and route mail and correspondence for administrator’s personal reply or signature.
Requisition office supplies and materials for department to assure adequate inventory levels; record expenditures for equipment, supplies and maintenance; arrange for payments, purchase orders, and other expenditure documents.
Compile difficult and complex statistical and written reports from a variety of sources; assist in organizing materials for special projects.
Assure timely communications between department and LCOE employees and County, State, and federal agencies; make telephone calls to receive and transmit information; type memos, bulletins, letters and notices.
Compose, prepare, and distribute/mail correspondence, handouts, meeting agendas, workshop flyers and other materials independently or from oral instructions.
Research and compile information and compute statistical information for Federal, State, and LCOE reports.
Prepare and maintain a variety of items including inter‐office communication, requisitions, forms, letters, special project reports, legal documents and other materials; establish and maintain project and confidential files
Prepare and maintain a variety of complex records, time sheets, lists, and files records including confidential materials.
Schedule, arrange and confirm appointments and meetings and maintain the administrator’s calendar; arrange travel reservations and accommodations
Attend a variety of meetings as required; prepare and send out notices of meetings; collect and compile information for meetings, projects and workshops; prepare and distribute minutes
Provide back‐up service to the Livescan Technician.
Prepare, input and process special employment forms; coordinates incoming information received from applicant processor; processes and maintains position control database.
Maintain database of position approval, budget delegation, and authorization to fill positions; audit position control regarding the filling of position vacancies.
Maintain records in data processing form for generation of required reports.
Assist other office personnel with various office clerical and secretarial duties as assigned.
Prepare and maintain detailed and complex logs, files and records; maintain inventory; order supplies and materials as assigned; maintain confidentiality of materials and information.
Assure timely distribution and receipt of a variety of records and reports; request or provide information necessary; review and verify the accuracy and completeness of various documents and applications; assign proper codes to documents and enter into computer system.
Operate office equipment such as a microcomputer, computer terminal, typewriter, fax machine, modem, printers, copier and calculator; utilize word processing, spreadsheet, database, graphics, and other applicable software applications; drive an automobile to various sites to conduct work as required
Greet visitors and answer telephones; provide information or redirect visitors and callers to appropriate personnel; provide detailed information and answer questions regarding LCOE and department programs, policies, procedures and regulations.
Develop spreadsheets, reports, and queries the system for reports and information.
Provide basic information regarding personnel policies and programs.
Performs related duties as required.
Knowledge and Abilities:
Knowledge of :
Basic payroll principles and procedures.
Policy provisions related to employment and compensation matters.
Basic policies and procedures of assigned program or department.
Record‐keeping and report preparation techniques.
Modern office practices, procedures, and equipment.
Basic financial and statistical accounting and record keeping.
Interpersonal skills using tact, patience, and courtesy.
Oral and written communication skills.
Correct English usage, grammar, spelling, and vocabulary
Fingerprinting procedures and equipment.
Ability to:
Compose and prepare correspondence and reports independently
Work independently with little direction.
Keyboard at an acceptable rate of speed.
Operate a variety of office equipment including a computer system and assigned software programs.
Work confidentially with discretion.
Prepare and maintain files, records, and reports.
Meet schedules and time lines.
Establish and maintain cooperative working relationships with those contacted in the course of work.
Communicate effectively both orally and in writing.
Arrange meetings and travel.
Perform a variety of responsible and technical clerical work in support of an assigned program or department.
Learn the policies and procedures of the assigned program or department.
Read, interpret, apply and explain rules, regulations, policies and procedures.
Add, subtract, multiply and divide quickly and accurately.
Plan and organize work.
Meet schedules and time lines.
Perform duties effectively with interruptions.
Maintain records and prepare reports.
Create newsletters, directories, spreadsheets, and salary schedules utilizing database, spreadsheet, and desktop publishing software.
Education and Experience:
Education: Any combination equivalent to: graduation from high school supplemented by
college‐level coursework in payroll administration, benefits administration, accounting, human
resources or a related field.
Experience: Three years increasingly responsible experience related to human resources, payroll, benefits or a related field.
Licenses and Other Requirements:
Possess a valid California driver’s license and the availability of an automobile with the liability coverage required by the LCOE policy;
Possess cleared current Tuberculosis (TB) Screening/Certification in accordance with
California Education Code;
Cleared background check through California Department of Justice (DOJ) and Federal
Bureau of Investigation (FBI) prior to starting employment with the agency. The agency also receives subsequent arrest information from DOJ if any penal code infractions occur.
Salary: Appropriate placement on Classified Support Salary Schedule, CL Range 23. Detailed salary schedules can be found on the Lake County Office of Education Website (www.lakecoe.org) under Human Resources. This classification is Federal Labor Standards Act (FLSA) Non‐Exempt.
Working Conditions:
Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Typical office environment;
Some travel to various school district offices and sites as needed;
Occasional travel within California.
Physical Abilities:
Physical, mental and emotional stamina to perform the duties and responsibilities of the position under sometimes stressful conditions; (e)
Manual dexterity sufficient to write, use telephone, business machines, operate an automobile; (e)
Vision sufficient to read printed materials; (e)
Hearing sufficient to conduct in person and telephone conversations; (e)
Speaking ability in an understandable voice with sufficient volume to be heard in normal conversational distance, on the telephone, and in addressing groups; (e)
Physical agility to push/pull, squat, twist, turn, bend, stoop, and to reach overhead; (e)
Physical mobility sufficient to move about the work environment (office, District, from school or home site to site); (e)
Physical strength sufficient to lift twenty‐five (25) pounds;
Physical stamina sufficient to sit for prolonged periods of time; (e)
Mental acuity to collect and interpret data, evaluate, reason, define problems, establish facts, draw valid conclusions, make valid judgments and decisions. (e)
(e) = essential
Reasonable accommodations may be made to enable individuals with disability to perform the essential functions. Please contact Human Resources to request reasonable accommodations.
Hazards: Driving a vehicle on country roads and on occasion during adverse weather conditions.
Application requirements:
Letter of Introduction
Resume
Two letters of recommendation
Job Type: Full-time
Pay: $33.52 – $37.72 per hour
Benefits:
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Life insurance
Paid time off
Parental leave
Retirement plan
Vision insurance
Schedule:
8 hour shift
Monday to Friday
Work Location: One location

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