HR Administrative Assistant (Confidential Secretary)

The Chester County Intermediate Unit (CCIU) has an opening for an Administrative Assistant (Confidential Secretary) within the Human Resources Division of the Chester County Intermediate Unit.

Are you motivated to create brighter futures for students, families, and the entire community? If so, we want you on Team CCIU! At the CCIU, we pride ourselves on the creativity, dedication, and collaborative spirit that our employees bring to their work every day, and we know that achieving success together takes a team approach!

We strive to hire exceptional, motivated, and passionate individuals that help us achieve our vision of acting as educational leaders who contribute to a better Chester County and beyond.

If you are looking for an exciting, challenging opportunity to grow your career, don't wait – apply today to make Team CCIU even stronger tomorrow!

About The Position

This position provides direct administrative support to the Assistant Director of Human Resources while assisting with a variety of HR operations, including data management, compliance tracking, and employee-related processes. The role supports HR Generalists and divisional functions, ensures accurate and timely processing of HR transactions, and serves as a backup for key leave administration tasks. Strong organizational skills, attention to detail, and discretion in handling confidential information are essential.

Quick Facts

Location: Educational Service Center (ESC) at 455 Boot Road, Downingtown, PA

Benefits Eligible: Yes

Anticipated start date: Conclusion of hiring process

Schedule: Monday - Friday, 260 days per year (12-month)

Work Hours: 8 AM - 4 PM (includes 30 minute unpaid lunch)

FLSA Status: Non-exempt

Salaried or Hourly: Hourly

Qualifications

Education and Experience

• High school diploma required. Bachelor's degree preferred.
• 1-2 years' experience working in an administrative role.
• Basic proficiency with Microsoft Office products (Outlook, Word, and Excel)
  
  

Skills And Abilities

Language Skills

• Ability to write reports and complete documents that conform to prescribed style and format.
• Ability to effectively present information and respond to questions from supervisors, co-workers, and the general public.
• Ability to respond to common inquiries or complaints from internal and external customers
  
  

Mathematical Skills

• Ability to apply basic mathematical concepts in the performance of routine assignments.
  
  

Reasoning Ability

• Ability to define problems, establish facts, and draw valid conclusions.
• Ability to interpret technical instructions and regulations
• Ability to apply sound judgment to resolve conflicts and solve problems.
  
  

Other Skills And Abilities

• Ability to establish and maintain effective working relationships with supervisors, co-workers, and the school community.
• Ability to communicate clearly and concisely.
  
  

Essential Job Responsibilities

Provide direct administrative and operational support to the Assistant Director of Human Resources, including prioritizing assigned initiatives, managing workflows, and supporting day-to-day divisional operations.

• Support the HR Generalists through answering Generalist phone calls and administrative tasks, as needed.
• Provide routine secretarial duties for Assistant Director of Human Resources including typing, filing, phone coverage, and message taking.
• Coordinate meeting logistics for Assistant Director as requested by reserving conference rooms, communicating with participants, and sending Outlook calendar invitations.
• Enter data into ADP system for CCIU new employees, transfers, location changes etc. based on HR Generalist provided paperwork along with the Confidential Secretary – HR Generalist Support.
• Upload documents into employee accounts in Frontline Central.
• Monitor, process, and maintain unemployment compensation claims through the state portal, ensuring timely responses, accurate documentation, and coordination with supervisors.
• Facilitate, manage, and process the salary track advancement process, including collecting required documentation, verifying eligibility, and coordinating updates with HRIS and payroll.
• Process tuition reimbursement requests and maintain all related records in accordance with policy and contract requirements.
• Process and track Act 168 employment history forms for all new hires to ensure full compliance with state reporting requirements.
• Monitor and process employee clearance renewals to ensure all required documentation remains current and compliant.
• Conduct and process Motor Vehicle Record (MVR) checks for new hires and current employees as required, ensuring timely submission, accurate documentation, and adherence to organizational policies and state requirements.
• Facilitate, verify, and update ADP with clearances for new and existing employees, including FBI fingerprinting, PA State Criminal checks, and Child Abuse clearances.
• Assist applicants with the application process through Recruiting & Hiring.
• Coordinate CCIU Fall and Spring Teacher Interview Days.
• Support the Reasonable Assurance process through periodic review and audits to ensure compliance and timely completion.
• Assist the Leave and Attendance Coordinator by serving as the first point of contact for workers' compensation incidents, including initiating and distributing required paperwork and ensuring timely communication with employees and administration.
• Serve as backup to the Leave and Attendance Coordinator, supporting leave administration functions in their absence, including initial eligibility determination, preparation of required documentation, assisting with employee communication, and ensuring continuity of service.
• Other duties as assigned.
  
  

Rate

2026 - 2027 Hourly Rate – $24.30 - $30.30

Confidential Secretary, Level 10

• Placement on salary level is commensurate with direct related experience
  
  

While performing the duties of this job, the employee is frequently required to sit, stand, and walk; to talk and listen; to use hands to handle or feel, and to reach with hands and arms; must occasionally lift and/or move up to 25 pounds; use close vision and the ability to adjust focus; meet deadlines with severe time constraints, interacting with staff and the public, and irregular or extended work hours; and work in an environment with quiet to moderate noise level. This is a smoke-free/drug-free environment.

SD

Equal Opportunity Employer

Chester County Intermediate Unit is an Equal Opportunity Employer. Chester County Intermediate Unit ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Chester County Intermediate Unit has a policy of active recruitment of qualified teachers and non-certified employees. Any individual needing assistance in making application for any opening should contact the Department of Human Resources at 484-237-5085.