Human Resources Secretary [United States]

 

Human Resources Secretary

Salary: $29.67 Hourly
Job Type: Confidential Employee

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Job Number: 6239-cn-06/23
Closing: 7/5/2023 11:59 PM Pacific
Location: Visalia, CA
Department: Human Resources
Division:

General Description
Basic Function:
Under the direction of the Dean of Human Resources, the Human Resources Secretary will assist in a wide variety of technical and confidential duties related to the day-to-day operation of the department and will assist in the preparation and maintenance of information relative to the College's employee groups.

The Human Resources Secretary is a 10 month (August through May), 24 hours/week position.

Job Duties

Representative Duties of the Human Resources Secretary will include:

• Assist in the day-to-day activities of the office to assure efficient and effective office operations.
• Perform a variety of duties independently in support of functions delegated to Human Resources (especially tracking employee professional development and performance evaluations).
• Interpret and apply rules and regulations as appropriate.
• Prepare a wide variety of office-related materials such as correspondence, reports, forms, applications, memos and other documents.
• Review, check, correct and compile a variety of information; verify data for accuracy, completeness, and compliance with established procedures.
• Maintain a variety of electronic records, logs and files including information of a confidential nature; maintain confidentiality of information and records.
• Greet office visitors and answer telephone calls; screen and direct calls and visitors to appropriate personnel; and take messages as necessary.
• Respond to requests for information from staff and the general public regarding District policies and procedures.
• Compile information and data for reports and assist in the preparation of reports as required.
• Develop and implement systems of follow through to ensure responsibilities are completed by deadlines and verify accuracy.
• Resolve problems and discrepancies related to assigned functions.
• Assist in receiving, opening and routing mail.
• Operate a variety of office equipment such as a computer, typewriter, calculator, copy machine, and scanning device.
• Use the District's integrated software in the performance of assigned duties.
• Perform related duties as assigned.

Qualifications
Education and Experience:
Any combination equivalent to: graduation from high school or its equivalent, college-level course work in computer applications and business (office skills) courses and two years of increasingly responsible secretarial experience.

Knowledge and Abilities
Knowledge of:

• Methods, practices, terminology and procedures used in working with various employee groups of the College.
• District organization, operations, policies and objectives.
• Modern office practices, procedures and equipment.
• Record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Interpersonal and telephone skills using tact, patience, courtesy and etiquette.
• Computer software (word processing, spreadsheet, database)

Ability to:

• Perform a variety of secretarial duties related to the day-to-day functioning of the department.
• Interpret, apply and explain rules, regulations, policies and procedures.
• Type 50 words net per minute from clear copy.
• Establish and maintain effective working relationships with others.
• Meet schedules and time lines.
• Be organized and thorough in assigned tasks.
• Assist staff to meet deadlines.
• Prepare reports by gathering and organizing data from a variety of sources.
• Work confidentially with discretion.
• Communicate effectively both orally and in writing.
• Work efficiently with many interruptions.
• Operate a variety of office equipment such as typewriters, computer terminals, calculators, copiers, work processors and scanning devices.
• Make arithmetic calculations quickly and accurately.
• Understand and follow oral and written directions.
• Make arrangements for meetings and conferences.
• Maintain a variety of files, records and logs.
• Plan and organize work.

Working Conditions:
Environment

• Office environment.
• Constant interruptions

Physical Abilities

• Ability to communicate with students/employees/public.
• Ability to read documents.
• Ability to sit and stand for extended period of time.
• Ability to reach in all directions.
• Ability to operate a computer and office equipment.
• Ability to lift moderately heavy objects such as boxes of employment files.
• Ability to walk across campus to complete work assignments.

Application Procedure
To be considered, applicants must submit ALL of the following required materials before or by the filing deadline:

• An online job application.
• Letter of interest, which addresses how the applicant's experience and/or education enables him/her to be able to perform the job duties.
• Resume.
• Unofficial copies of transcripts of all college/university work. Official transcripts required upon employment.

Recruitment Analyst: John Bratsch at johnbr@cos.edu.College of the Sequoias does not sponsor H-1B Visas

To apply, visit https://www.schooljobs.com/careers/cos/jobs/4090738/human-resources-secretary

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