Executive Assistant - Human Resources and Talent Development

Job Title:           Executive Assistant

Location:           Human Resources and Talent Development

Pay Grade:        Clerical Salary Scale C10

Work Calendar:  All 12 Month Employee

FLSA Status:      Non-Exempt

GENERAL PURPOSE

Under the direction of the Chief Talent Officer, the Office Manager is the senior clerical staff member in the Office of Human Resources and Talent Development (HRTD), supporting department administrators directly and the mission of HRTD and Stafford County Public Schools (Stafford Schools). The successful candidate will have strong task management skills, provide strong customer service to candidates and employees, and show attention to detail in writing and data management. 

MAIN JOB TASKS AND RESPONSIBILITIES

Provide clerical and organizational support to HRTD leadership

• Serve as executive assistant to the Chief Talent Officer and provide supplemental clerical support to other department administrators
• Manage the general inbox of HRTD, ensuring timely responses to inquiries, distribution of relevant information to affected team members, and soliciting help from other HRTD staff to address specialized questions
• Prepare, review, edit, and distribute letters, memoranda, presentations, and other materials on behalf of the Chief Talent Officer and others
• Serve as the payroll designee for the Office of Human Resources and Talent Development, including hourly employee timesheets and leave review
• Ensure appropriate files are maintained as required by federal, state, and local policies and in keeping with best practices for HRTD operations
• Assist employees and applicants with issues regarding use of HR information systems, as needed
• Assist with administrator hiring processes, including candidate screening, interview scheduling, and material preparation
• Support HRTD events, such as job fairs, community partner events, employee recognitions, and employee orientations and conferences

Support and demonstrate core values of SCPS and assigned location

• Engage in ongoing professional development relevant to position
• Respond promptly and thoroughly to written and oral requests for information
• Maintain a clean, neat appearance, appropriate to position
• Maintain a record of appropriate attendance and punctuality
• Serve as a role model for students, colleagues, and the general public
• Work in close harmony with colleagues, supervisors, and co-workers
• Comply with all relevant federal, state, and local policies and regulations, including but not limited to guidelines for confidentiality
• Perform other related duties as required/assigned

EDUCATION AND EXPERIENCE

• High school diploma, G.E.D., or any combination of education and experience equivalent to graduation from high school; supplemental coursework in clerical techniques and office procedures preferred
• Demonstrated successful experience in clerical duties
• Experience in K-12 public schools preferred

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge
  • Standard office practices and procedures, equipment, and clerical skills
  • Knowledge of English grammar, usage, spelling, punctuation and computation skills
• Skills
  • Proficient in Microsoft Office and Google Suite, especially Word / Docs, Excel / Sheets, and PowerPoint / Slides
  • Proficient or able to become proficient in creation of forms in Adobe Acrobat or similar software
  • Proficient or able to become proficient in creation of designed materials using Canva or similar software
• Abilities
  • Work cooperatively in a team environment to meet goals
  • Organize and perform work independently
  • Meet deadlines for all work even when working on multiple projects
  • Show sustained effort and enthusiasm in quality and quantity of work

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

• Work environment is primarily inside in controlled temperature and noise environments with limited work outdoors with exposure to weather and no exposure to chemicals or other negative air quality elements.
• The work is light work, requiring exertion of up to 20 pounds of force to move or lift objects.
• The following physical and mental abilities are representative of those expected to complete the essential functions of the job: standing for prolonged periods; sitting for prolonged periods; moving the hands, wrists, or fingers repetitively; feeling, grasping, or holding objects by hand; identifying colors visually; communicating via spoken language; communicating via written language; perceiving sounds; making decisions using logic and rational thinking.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations shall be made, as required by law, to enable individuals with disabilities to perform the primary job functions herein described.

Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties, just as though they were actually written out in this job description.