Work Year: 12 Months 

Hours/Days: 8 hours per day, 5 days per week

Daily Schedule: Monday - Friday 7:30 a.m. - 4:30 p.m.(hours can change based on department needs)   

Requirements / Qualifications

ADMINISTRATIVE ASSISTANT I - HUMAN RESOURCES

JOB SUMMARY 

Under the general direction and supervision of the Assistant Superintendent, Human Resources, or designee, the incumbent performs technical work requiring a high level of expertise in all aspects of Human Resources department procedures and operations. The Administrative Assistant I - Human Resources is required to exercise sound judgment, maintain strict confidentiality, and work both independently and collaboratively with employees, administrators, legal counsel, and labor partners while being responsible for a variety of specialized, quasi-administrative, and policy-related procedures. This position directly supports the Director of Human Resources and other HR administrators as assigned, and performs other related work as required.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

1. Custodian of Record for all applicant fingerprint information from the Department of Justice, as assigned;

2. Communicate effectively with a broad range of individuals to explain and apply District policies, negotiated agreements, and employment laws;

3. Receive and handle telephone and personal contacts from schools, staff, other agencies, and the public, where general judgment, knowledge, and interpretation of policies and regulations are necessary; 

4. Evaluate communication priorities, relay information from the administrators, and keep them  informed; 

5. Screen and distribute mail, identify and refer materials to the administrator in order of priorities; 

6. Perform secretarial duties for the administrators by arranging appointments and maintaining an appointment calendar of activities; 

7. Prepare and maintain all materials and records as required relating to any grievance and/or negotiable items;

8. Process employment materials for athletic coaching positions and assist applicants in obtaining necessary documentation for a variety of requirements as assigned;

9. Assemble and prepare materials for Board Agendas, meetings, and conferences;   

10. Type, maintain, gather information related to, and file disciplinary documents, grievances, and responses to grievances; 

11. Receive contractual grievances; ensure timely procedural compliance and maintain detailed case documentation;

12. Gather data and information and assume responsibility for replying to various requests, inquiries, and questionnaires, research assigned topics, and prepare required reports; 

13. Learn and apply specialized and technical procedures, such as in preparing departmental and organizational reports and confidential employee relations;

14. Maintain a variety of complex interrelated records and files, some of which are designated as including confidential records and files;     

15. Compose and type letters, memoranda, reports, agenda materials, and statistical materials with speed and accuracy;     

16. May serve as secretary to a variety of committees;

17. Be involved in disciplinary and termination proceedings, including gathering data, typing of correspondence, and processing forms;

18. May prepare daily and monthly records and lists of substitutes used and their assignments, and monitor substitute assignments relating to attainment of permanent status; 

19. Have access to/handle permanent personnel files containing confidential information about Certificated and Classified employees;

20. Prepare and/or communicate memoranda concerning negotiations, grievances, and litigations 1 involving employer/employee relations;

21. Review and check a variety of documents, records, and forms for accuracy; 

22. Make travel and conference reservations and arrangements, and may, when requested, attend meetings of the Board of Education;

23. Prepare unemployment claim responses;

24. Conduct data-driven data dives using various district platforms;

25. Attend and/or host professional development opportunities, meetings, and board events that may occur outside of regular work hours as requested;

26. May train, orient, supervise, assign, and coordinate the work of subordinate office clerical department employees as assigned by the Assistant Superintendent of Human Resources or designee; 

27. May provide support across Human Resources department clerical functions as needed, ensuring continuity of operations and assisting with a variety of administrative tasks;

28. Perform other related work as may be required.

EMPLOYMENT STANDARDS

KNOWLEDGE AND ABILITIES

Knowledge of:

1. Modern Office practices, procedures, machines and equipment, recordkeeping and filing systems; 

2. Basic organization and operation of a public school district, administrative offices, and public and staff relations;

3. Principles of proper letter composition, correspondence, and report writing;   

4. Correct English usage, spelling, grammar, and punctuation; 

5. Principles of supervision and training of personnel;

6. Methods used in financial and statistical recordkeeping.

7. Principles and practices of comprehensive human resources operations, including employee and labor relations, collective bargaining agreements, classification and compensation, and relevant Education and Labor Codes;

8. School district organization, policies, procedures, and administrative functions;

9. Research and analytical techniques;

10. Budget monitoring and basic financial record-keeping methods;

11. Effective data and records management practices, including electronic filing systems and confidentiality protocols;

12. Proficiency with HRIS systems, Google Workspace, Microsoft Office Suite (Word, Excel, Access), and district-specific platforms;

13. Public and staff relations within a school district environment, including communication and customer service best practices.

Ability to:

1. Perform and coordinate difficult office routines, and secretarial and clerical work involving independent judgment, initiative, and procedural accuracy;   

2. Type accurately at a rate of 45 net words per minute;

3. Operate word processing equipment and/or computer terminals;

4. Be familiar with established goals and objectives of the department and work to ensure their fulfillment;

5. Interpret and apply District and departmental policies, rules, and regulations; 

6. Compose correspondence independently and on own initiative;

7. Acquire technical and procedural information and terminology quickly;   

8. Analyze situations correctly and adopt an effective course of action;   

9. Understand and carry out oral and written directions;

10. Establish and maintain an effective working relationship with those contacted in the course of work.

11. Work independently with sound judgment, initiative, and minimal supervision while managing multiple priorities and meeting deadlines;

12. Maintain strict confidentiality of sensitive personnel matters and comply with legal and ethical standards;

13. Research, analyze, and prepare accurate reports, correspondence, and presentations; conduct employee trainings and deliver information to large groups;

EDUCATION / EXPERIENCE

Education: Education equivalent to High School Diploma, General Education Degree (GED), or Certificate of Proficiency, supplemented by a minimum of twenty-four (24) units of college-level business coursework. AA or BA degree preferred. 

Experience: Four (4) years of highly responsible secretarial experience, preferably in an educational organization for an Assistant or Deputy Superintendent. An additional year of highly responsible secretarial experience may be substituted for the post-high school college-level business coursework requirement. 

REQUIRED LICENSES AND/OR CERTIFICATES

1. Ability to obtain and maintain the appropriate certification and clearance for all applicant fingerprint information from the Department of Justice (DOJ);

2. Possession of a valid and appropriate California Driver's License and maintain possession of such license during the course of employment; 

3. Have an acceptable driving record; 

4. Must be insurable at standard rates by the District's insurance carrier and maintain such insurability during the course of employment.

PHYSICAL DEMANDS AND WORKING CONDITIONS 

The physical requirements indicated below are examples of the physical aspects that this position must perform in carrying out the essential functions listed above.

Physical Demands: Physical work may involve lifting and carrying objects up to 25 pounds, with pushing and pulling of objects weighing up to 50 pounds; Very frequent use of reaching/handling/fingering abilities, talking/hearing with other personnel and the general public via telephone and in person, and vision to see computer screens, reports, files, etc.; and ability to bend, stoop and grasp.

Working Conditions: Indoor office setting; Exposure to: inside/outside temperature swings, use of office equipment and supplies, moderate noise levels (infrequently). In compliance with the Americans with Disabilities Act (ADA), the Hemet Unified School District (HUSD) will provide reasonable accommodations to qualified individuals with disabilities for the purpose of enabling the performance of the essential duties and responsibilities of the position. HUSD encourages both prospective and current employees to discuss potential accommodations with Human Resources and/or Safety/Risk Management.

EMPLOYMENT STATUS 

Confidential Position

Salary Schedule 202 Row 13

Confidential Work Year Calendar       

__________________________________________________________

Non-Discrimination Policy:

The Hemet Unified School District (District) is committed to providing equal opportunity for all individuals in District programs and activities. District programs, activities, and practices shall be free from unlawful discrimination, including discrimination against an individual or group based on race, color, ancestry, nationality, national origin, immigration status, ethnic group identification, ethnicity, age, religion, marital status, pregnancy, parental status, physical or mental disability, sex, sexual orientation, gender, gender identity, gender expression, or genetic information; a perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics.

For all complaints concerning students, employees, and programs, please contact: 

Juan Santos, Director, Title IX, Compliance & Resolution

jsantos@hemetusd.org

1791 W. Acacia Avenue

Hemet, CA 92545

(951) 765-5100 ext. 2255

For questions concerning Section 504, please contact: 

Joshua Workman, Director, Student Support Services

jworkman1@hemetusd.org

1791 W. Acacia Avenue

Hemet, CA 92545

(951) 765-5100 ext. 3500

For questions concerning educational equity, please contact: 

Michael Schanze, Coordinator of Child Welfare & Attendance and Educational Equity

mschanze@hemetusd.org

1791 W. Acacia Avenue

Hemet, CA 92545 

(951) 765-5100 ext. 3700