Job Title:             Administrative Specialist, HR and Accounts Payable  Exemption Status/Test:  Nonexempt

Reports to:         Superintendent                                                          Date Revised: March 2025

Dept./School:    District Office

Primary Purpose:

Work under minimum supervision to provide advanced district-level clerical support and services. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of school district organization, operations, and administrative policies

Ability to read and comprehend instructions, correspondence, and memos

Ability to make independent decisions regarding planning, organizing, and scheduling

Excellent public relations, organization, communication, and interpersonal skills

Ability to use software to develop spreadsheets, perform data analysis, and do word processing

Ability to multi-task numerous complex administrative activities

Experience:

2 years or more advanced clerical experience with extensive contact with people preferred

Major Responsibilities and Duties:

Clerical Support

1. Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
2. Schedule appointments and maintain the administrator’s calendar.
3. Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
4. Make travel arrangements including making hotel reservations and turning in conference registration forms.

Accounting and Purchasing

5. Assist in the procurement of material and equipment for the district. Work under close supervision and follows established purchasing procedures to process bids and purchase orders.
6. Assist staff in preparing purchase orders, verifying available funds, and authorizations before purchase, and maintaining accounts.
7. Process purchase orders as directed and in accordance with established procedures.
8. Assist with the preparation of bidding documents, including notice and instruction to bidders, specifications, and proposal forms.
9. Contact vendors to check on supply and equipment availability, invoices, purchase orders, contracts, and other issues as directed.
10. Receive and process for timely payment all accounts payable invoices, requisitions, purchase orders, receipts, and vendor information. Verify invoices and purchase orders to ensure completeness and accuracy prior to payment.
11. Detect and resolve problems with incorrect orders, invoices, and shipments.

Human Resources

12. Maintain HR information database to ensure that employee information is accurate, current, and reliable.
13. Maintain position control system in an accurate and timely manner. Reconcile job descriptions with position control to ensure that there is a job description for every job. Follow up with supervisors to make certain that job descriptions are reviewed and updated on a regular basis.
14. Receive and process applications, including verifying completeness of files and notifying those not selected for employment.
15. Process new hire paperwork including criminal history information, references, and other application materials.
16. Track certification, testing, and permit status and follow-up with employees to ensure completion of certification requirements within established timelines. Process SBEC permit applications and monitor permit status.
17. Implement district leave program according to established policies, rules, and regulations. Process and provide timely notification and communication to employees and supervisors regarding leaves and absences.
18. Coordinate the employee benefits program for the district. Maintain records and provide assistance to employees to ensure effective use of benefits.

Payroll

19. Compile and prepare regular district payroll, including related reports and deposits. Work under moderate supervision to ensure accurate and timely preparation of payroll records according to prescribed procedures and regulations.
20. Receive and audit time sheets for all district employees.

Policy, Reports, and Correspondence

21. Compile pertinent data used to prepare various required state and local reports.
22. Compile, maintain, and file all reports, records, and other documents as required.

Other

23. Work cooperatively with principals, department heads, campus and department secretaries, and employees to ensure accuracy of information reported. Resolve payroll problems and inquiries.
24. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
25. Comply with policies established by federal and state laws and regulations, and local board policy.
26. Maintain confidentiality.
27. Follow district safety protocols and emergency procedures.
28. Perform other duties as assigned.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

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

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress