Secretary I- Human Resources

Caddo Parish Schools Job Description

Job Title: Secretary I - Human Resources

Job Code: 121

Grade: E

DOT Code: 201362030

Revised By: Shannon B. Henderson

Revised Date: July 11, 2023

Approved By: James D. Kennedy

Approved Date: July 11, 2023

SUMMARY

Performs standard secretarial and/or minor administrative duties under direct supervision for a supervisor by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned.

• Maintain strict confidentiality at all times.
• Reads and routes incoming standard and electronic mail.
• Locates, types, files and attaches appropriate file to correspondence to be answered by employer.
• Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
• Schedules appointments for employer.
• Records employee information such as personal data, compensation, benefits, tax data, attendance, performance reviews, or evaluations, and termination date and reason.
• Process employment applications, complete onboarding and assists in other employment activities.
• Utilizes google suites and the Business + platform for professional and medical leaves, reports, additional and additional documentation.
• Update employee files to document personnel actions and provide information for payroll and other uses.
• Maintains rosters of employees (part-time, full-time and substitutes) and updates transactions logs.
• Develop a professional rapport with the Department of Education and communicate as needed.
• Prepare and distribute job descriptions and assurance letters to schools and central office departments.
• Serves as support personnel during trainings and HR sponsored events.
• Attends trainings for technology and administrative updates, including but not limited to Google Suite, and Kick-up.
• Request service for technology support including the outsourcing of maintenance of copier, etc.
• Greets visitors, ascertains nature of business, and direct visitors to employer or appropriate person.
• Types various routine reports.
• Make copies of correspondence or other printed matter.
• Prepares outgoing mail.
• Neat, well-groomed, appropriately dressed appearance.
• Performs other related duties as required or assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Microsoft Office and Google Suite experience preferred.

SKILLS RELATED

Ability to type at a minimum of 60 correct words per minute, take dictation at a minimum of 80 correct words per minute, operate office machines such as a typewriter, copying machine, computer, word processor, and calculator.

EDUCATION and/or EXPERIENCE

High School Diploma or GED with additional specialized or technical training; one to two years job-related experience; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence. Ability to communicate with supervisor and other employees.

REASONING ABILITY

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and use hands to handle or feel objects or controls. The employee is occasionally required to walk and talk or hear.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

PROFESSIONAL CONDUCT

Employee acknowledges that he/she is required to maintain a high standard of professional conduct. Breach of said professional conduct includes but is not limited to: neglect of duty, dishonesty, engagement in acts that are contrary to CPSB policy, unlawful activities, or any other conduct which is seriously prejudicial to the school system.

CHAIN OF SUPERVISION

Supervisor of Personnel, Director of Classified Personnel

TERMS OF EMPLOYMENT

260 days

Employee Name: __ SSN: _-___ -_ __

(Type or Print)

__

Employee Signature Date