Classified - Position - Executive Associate
Job Number : 3700235765
Start Date :
Open Date : 11/16/2023
Closing Date :
Job Description :

POSITION TITLE : EXECUTIVE ASSOCIATE - HUMAN RESOURCES

REPORTS TO: SENIOR HR SUPERVISOR

OVER-TIME STATUS: NON-EXEMPT PAY GRADE: 414

JOB SUMMARY:

Performs difficult skilled clerical and responsible administrative work performing a variety of
secretarial and clerical tasks in an office environment; does related work as required. Work is
performed under the regular supervision of department Director. Supervision may be exercised over
subordinate clerical staff.

ESSENTIAL DUTIES:

• (These are intended only as illustrations of the various types of work performed. The omission of
  specific duties does not exclude them from the position if the work is similar, related, or a logical
  assignment to the position.)
  ? Compiles, prepares and maintains detailed and complex records and files;
  ? Processes resignations for administrative personnel;
  ? Coordinates job postings for administrative personnel;
  ? Processes School Board Personnel Report;
  ? Serves as backup for processing fingerprints;
  ? Enters requisitions into Munis system;
  ? Orders equipment and supplies;
  ? Files as needed;
  ? Types from rough draft, copy, marginal notes or verbal instructions;
  ? Types minutes of meetings, correspondence, memoranda, reports and other materials;
  ? Checks and reviews a variety of data for accuracy, completeness and conformance with
  established standards;
  ? Oversees the reception desks;
  ? Maintains appointment calendar, schedules appointments and meetings;
  ? Interviews visitors and refers to proper authority for disposition;
  
  ? Prepares, secures approval and issues purchase orders;
  ? Receives, checks, verifies and processes invoices;
  ? Receives, receipts and accounts for funds;
  ? Collects and prepares data for records and reports;
  ? Maintains personnel records;
  ? Serves as records manager;
  ? Handles a variety of confidential matters regarding departmental issues or personnel;
  ? Maintains departmental financial records;
  ? Promotes the M/WBE Program and M/WBE participation in the contracting and procurement
  activities through outreach and solicitation;
  ? Documents M/WBE Program outreach;
  ? Adheres to the procurement guidelines of the M/WBE Program policy;
  ? Prepares documents for publication;
  ? Makes arithmetical calculations; requisitions supplies and materials for the department;
  ? Operates standard office, word and data processing equipment;
  ? Performs related tasks as required.

JOB SPECIFICATIONS/PHYSICAL REQUIREMENTS:

Comprehensive knowledge of standard office practices, procedures, equipment and secretarial
techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of
departmental programs and policies; ability to type, take and transcribe dictation accurately and at an
responsible rate of speed; ability to make arithmetical calculations; ability to meet the public
effectively; ability to operate a variety of office equipment; skilled in the use of data and word
processing equipment; ability to establish and maintain effective working relationships with others;
ability to follow oral and written instructions.

EDUCATION AND EXPERIENCE:

Any combination of education and experience equivalent to graduation from high school. Associates
degree preferred. A comparable amount of training and experience may be substituted for the minimum
qualifications. Human Resources experience preferred.

APPLICATION PROCEDURE:

All applicants please submit an on-line application along with copies of supporting credentials and 2 references. Be sure to connect your application to the advertised position.
PORTSMOUTH PUBLIC SCHOOLS IS AN EQUAL OPPORTUNITY EMPLOYER
Hourly Rate Range : $20.83 minimum
Job Description :
The Portsmouth Public Schools prohibits discrimination on the basis of race, color, religion, sex, ethnicity, national origin, age, disability, pregnancy and childbirth, marital status or any other basis prohibited by law. (Reference: School Board Policies 2-33,4-4, and 4-6).