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Executive Administrative Specialist - Human Resources

Date Posted: Jun 30, 2020

Job Description

Job Title

Job Title: Executive Administrative Specialist – Human Resources    

Posted: June 29, 2020

Closed: July 5, 2020

Salary Details: $55,000.00 - $75,000.00 (annually)  

Job Type: Administrative 

Reports to: Assistant Superintendent

Location: Office of Human Resources

 

Position Summary 

The Executive Administrative Specialist is an operations leader for the Office of Human Resources and provides high-level administrative and confidential support to members of the Human Resources leadership and management teams. The individual in this role is responsible for preparing, reviewing and submitting correspondence, conducting research and preparing reports, managing constituent relations, preparing payroll, managing office budgets and purchasing. The Executive Administrative Specialist also has knowledge of and lends direct support to core Human Resources functions including recruitment, staffing, employee records and credentials, unemployment inquiries, and data and reporting.

This role requires excellent customer service skills and a high degree of professionalism, including the ability to maintain confidentiality and work independently and with a team and be positive and solutions-oriented. Successful candidates will be detail-oriented, possess strong organizational skills and the ability to meet manage multiple projects while still meeting deadlines.

 

Minimum Qualifications 

Education: 

  • Must possess and provide evidence of a bachelor’s degree or higher.
  • A minimum of three (3) years of related work experience and/or training; or an equivalent combination of education and experience will be considered in lieu of a bachelor’s degree.

Experience: 

  • A minimum of three (3) years of increasingly responsible administrative experience with two (2) years at the executive level.
  • Demonstrated experience in office management, payroll processing, managing and monitoring budgets, expense accounts and invoices utilizing PeopleSoft 9.0+.
  • Demonstrated experience in developing and implementing new procedures and approaches to maintain office efficiency
  • Demonstrated proficiency with Office365 tools including Outlook, SharePoint, Word, PowerPoint, Excel, Flow
  • Excellent data literacy and experience manipulating large data sets
  • Experience with talent acquisition and CRM tools including Taleo, Talemetry, or similar, preferred
  • Experience in K-12 setting preferred

Essential Functions: 

Under the direction of the Assistant Superintendent or designee, the Executive Administrative Specialist shall:  

  1. Ensure all basic office operations function smoothly including but not limited to: ensuring payroll is submitted timely, budgets are tracked, purchases are made, and correspondence is routed and tracked
  2. Provide high-level, administrative support to the Assistant Superintendent and the Office of Human Resource leadership team, including managing calendars, scheduling meetings, planning events and travel, and maintaining confidentiality as appropriate
  3. Receive phone, fax, mail and email communication, respond appropriately and/or redirect to appropriate parties for follow up and tracking 
  4. Assist in the management, development and implementation of budgetary and purchasing procedures and controls 
  5. Read and analyze incoming memos, submissions and reports to determine their significance and plan for their distribution and follow up
  6. Establish and maintain systems for filing, retrieving and logging documents, records, and reports in line with District record retention protocols
  7. Lend direct support to core Human Resources functions including, but not limited to: recruitment, staffing, employee records and credentials, unemployment inquiries, and data and reporting
  8. Actively grow knowledge and skillsets in core Human Resources functions including, but not limited to recruitment, staffing, employee records and credentials, unemployment inquiries, and data and reporting
  9. Utilize Peoplesoft 9.2+ to complete core Human Resources functions including: reviewing application profiles, conducting employment verification, preparing and reviewing regular reports, and conducting audits
  10. Utilize CRM tools such as Talemetry to engage in active recruiting and sourcing of potential candidates for District roles
  11. Manage, coach and train clerical staff, as appropriate
  12. Coordinate special projects and tasks
  13. Prepare memoranda and standard operating procedures outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance with said procedures
  14. Lead the arrangement of programs, events or conferences by securing facilities, caterers, issuing information or invitations, coordinating speakers and controlling event budget 
  15. Perform other duties as assigned by the Assistant Superintendent, or designee

 

Security Clearance:

Internal Applicants

If you are a current Detroit Public Schools employee, presently employed with the district, you do not have to submit a fee related to obtaining the Detroit Public Schools security clearance, unless your new role requires a different type of security clearance.

External Applicants

If you are hired to fill a vacant position, you will be required to submit a Detroit Public Schools security clearance. At point of offer to hire, you will be responsible for a non-refundable payment of $64.50 via Visa, Master Card, American Express, Discover Card, cashier's check, or money order, payable to the DPSCD Police Department. No personal checks or cash is accepted.

 

Method of Application:

Applicants must apply through the online application system. Only applications submitted through the online application system will be considered for any posted position and all applications require a resume to be considered.

Successful candidates are required to submit official transcript(s) at point of offer to hire. Teaching service outside of the Detroit Public Schools Community District must be verified by the applicant's prior employer(s) prior to hire. It is the applicant's responsibility to provide all documentation (including copies) as requested.

Applicants requesting assistance during the application process should contact the Office of Human Resources via email at [email protected] or phone at (313) 873-6897.

DPSCD does not discriminate on the basis of race, color, national origin, sex, sexual orientation, transgender identity, disability, age, religion, height, weight, citizenship, marital or family status, military status, ancestry, genetic information, or any other legally protected category, in its educational programs and activities, including employment and admissions opportunities. Contact the Civil Rights Coordinator for more information at (313) 240-4377 or detroitk12.org/compliance.

  

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