Primary Purpose:

Organize and manage the routine work activities of the Executive Director of Finance and Human Resources. Organize and manage clerical and financial services for the human resources department. 

Minimum Qualifications:

    Education/Certification        

• High school diploma or GED (Recognized by the Texas Education Agency or Regional Accrediting Agency)
• 60 College Hours or Bachelor’s Degree preferred
• Candidate must have satisfactory outcome of fingerprinting background check. Non-refundable fee (approximately $50) paid by employee.

Experience/Knowledge/Skills:

• Proficient skills in processing purchase orders, word processing, and file maintenance
• Superior organization skills
• Proficient in utilizing technology to increase productivity and efficiency
• Proficient in use of personal computer and software to develop spreadsheets and databases
• Knowledge of the school district and the State Board of Educators Certification and its policies
• Work tactfully and efficiently in pressure situations and with frequent interruptions
• Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines
• Effective telephone and oral communication skills
• Effective communication (verbal and written) and interpersonal skills
• Effective webmaster skills
• Maintain a high level of confidentiality  
• Bilingual preferred 

Experience:

• Three (3) years Administrative Assistant experience OR
• Experience in a public education environment
• Experience in human resources preferred

Major Responsibilities and Duties:

(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)

Professionalism

The Educators' Code of Ethics is set forth in Texas Administrative Code to provide rules for standard practices and ethical conduct toward students, professional colleagues, school officials, parents, and members of the community.

• Rule §247.1 Purpose and Scope; Definitions
• Rule §247.2 Code of Ethics and Standard Practices for Texas Educators

Data Management 

The specialist assists with fostering analytical and collaborative environment activities such as the following:  

• Receive, organize and file personnel files and any related correspondence. 
• Process requests for official district records, including maintaining a log of requests for records, retrieving documents, copying and mailing records.  
• Prepare correspondence, forms, records, and reports as needed.   
• Manage records storage and destruction process for records following the established records retention schedule and requirements of the state.  
• Run reports from various district data systems as needed. 
• Assist with employee audit reports to meet federal and state guidelines.  

Organization Management

The specialist manages administrative, fiscal, and office functions responsibly through the following: 

• Maintain calendar appointments for the Executive Director of Finance and Human Resources.
• Answer multi-line phones and take call information to route to the appropriate staff.
• Assist all walk-ins with questions regarding employment and personnel issues.
• Maintain the department calendar.
• Order and maintain office supplies.
• Contact applicants to set interviews, schedule interviews, and prepare interview materials.
• Create purchase orders, process reimbursements, and submit direct pays for office supplies, conferences, job fairs, etc.  
• Record all incoming and outgoing transactions, invoices, and receipts for job fairs and purchases.
• Prepare all recruiting materials for various job fairs attended by DVISD staff.  
• Assist external applicants with the district application system and applications.  
• Assist employees with official name changes and personnel change requests.  
• Assist with updating employee information in various database platforms.  
• Assist in processing verification of employment requests.
• Deliver outgoing mail and distribute all incoming correspondence.
• Manage and update the Human Resources website to provide timely information to all stakeholders.  
• Perform other duties as assigned by the Executive Director of Finance and Human Resources.

Communication and Community Relations

The specialist promotes a positive tone for the Human Resources Department through activities such as the following:

• Greet visitors and employees with professionalism and courtesy.  
• Use effective communication skills, both oral and written.  
• Interpret district and department policies, and procedures in formulating responses for the general public.
• Compose responses regarding administrative matters and department procedures based on knowledge of department supervisor views.   
• Promote a positive work climate and positive image for the departments supervised by the Executive Director of Finance and Human Resources.

Professional Growth and Development 

The specialist provides leadership in professional growth and development through activities such as the following: 

• Assist in organizational cross-training and professional development efforts.
• Keep informed of and comply with state and district policies and regulations concerning primary job function through training and certification courses.
• Attend meetings and participate in staff development activities to improve job-related skills.

Qualities of an Effective Specialist

The specialist exhibits qualities such as the following:     

• Daily attendance and punctuality at work are essential functions of the job.
• Anticipate the needs of the Executive Director of Finance and Human Resources.
• Demonstrate a high level of personal integrity and collaborative leadership.
• Understand how the mission and policies of the department supports the policies of the district.
• Maintain a professional demeanor and appearance. 
• Conduct himself or herself in an ethical and professional manner.  
• Adhere to multiple project deadlines and processing of time sensitive materials.  
• Seek and use evaluative information for improvement of performance.
• Comply with the standards of conduct set out in Board Policy DH (Legal) and (Local) and with any other federal and state policies, regulations, and guidelines that impose duties, requirements, or standards. 
• Maintain confidentiality of information.
• Correct unsafe conditions in work area and report any conditions that are not correctable to supervisor immediately.
• Perform other duties as assigned by the department administration.

Supervisory Responsibilities:

• None

Equipment:

Personal computer, printer, calculator, copier, shredder, scanner, fax machine, telephone, handheld technology devices, and other equipment applicable to the position.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors

• Work with frequent interruptions and maintain emotional control under stress.
• Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

• Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

• Occasional light lifting and carrying (under 15 pounds)

• May work prolonged or irregular hours; occasional districtwide travel

• Work with frequent interruptions; maintain emotional control under stress

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.