Executive Secretary to Chief HR Officer

Pittsburgh Public Schools; Pittsburgh (Allegheny County); Presencial; USD 50 000 - 65 000; Tempo integral

Resumo da oferta

Pittsburgh Public Schools is seeking a Chief Executive Secretary to provide comprehensive executive and administrative support to the Chief Human Resources Officer. The role manages complex scheduling, confidential records, and HR operations, coordinating facilities, contracts, and communications across the Office of Human Resources.

The position requires sound judgment, discretion, and strong organization in a fast-paced environment with regular 8:30 a.m.–5:00 p.m.

Qualificações

• Associate's degree in business, office management, human resources, or a related field.
• Bachelor's degree in business, management, or human resources is preferred.
• Substantial executive-support experience may be considered in lieu of the stated education requirement.

Responsabilidades

• Provides day-to-day executive support to the Chief Human Resources Officer by managing the Chief's calendar and daily schedule; coordinating meetings, attendees, locations, and room set-ups; preparing agendas and meeting materials; communicating relevant information to attendees and other stakeholders; and tracking and providing follow-up information and records as needed.
• Coordinates travel-related documentation and approval processes for Office of Human Resources employees, including travel forms, Board authorization requests, and reimbursement submissions.
• Oversees office access, space, and facilities coordination for the Office of Human Resources, including management of office keys and maintenance of floor plan information in coordination with the Chief of Staff/Superintendent's Office.
• Manages confidential personnel records and all personnel file-room operations, including creating, maintaining, and filing personnel folders; tracking files checked in and out; ensuring files are accessible only to authorized personnel; and conducting new-file and annual audits to keep records accurate, current, and organized.
• Manages the Office of Human Resources Records Retention schedule. Serves as the HR point of contact for Right-to-Know Law requests and coordinates with appropriate HR personnel to gather responsive records for review by the Solicitor's Office.
• Manages supplies and inventory for the Office of Human Resources, including monitoring current inventory, anticipating office needs, ordering supplies, and ensuring HR divisions have the materials necessary to support their work.
• Administers all non-payroll employment verification and related documentation processes for current and former employees, including, but not limited to, Act 168 forms, employment verification letters, and Public Service Loan Forgiveness documentation.
• Supports the onboarding of new employees across the Office of Human Resources in collaboration with the Director overseeing the employee's team to ensure a thorough and welcoming introduction to the HR team. Provides training on HR systems and office procedures as needed.
• Serves as the designated timekeeper for the Office of Human Resources, including reviewing and reconciling vacation, sick, and personal leave and submitting required time records by established deadlines to ensure accurate and timely overtime payments to non-exempt HR employees.
• Develop the monthly HR Board report and coordinate the review with applicable team members. Monthly board report items include, but are not limited to, pre-personnel meeting items, personnel actions, addenda, travel requests, and other content requested by the Superintendent's Office, such as obituary notices and employee recognitions.
• Maintains a comprehensive record of all Office of Human Resources contracts, prepares and submits required Board documents for new contracts and renewals, and submits invoices for payment against approved contracts.
• Administers HR budget and procurement activities, including processing budget transfers and reimbursements, reconciling payments, managing and reconciling procurement card transactions, and purchasing supplies and equipment.
• Enters the annual HR budget into Munis in accordance with Finance directives and collaborates regularly with the Office of Finance to coordinate requirements, deadlines, and follow-up activities.
• Supports the development and maintenance of an HR communications calendar and assists HR divisions with developing and distributing officewide and District-wide communications in alignment with CHRO expectations.
• Provides responsive, customer-focused service by addressing inquiries and concerns, directing matters to the appropriate resource, and ensuring timely follow-up.
• Exercises sound independent judgment and discretion when handling confidential information, records, and other sensitive matters.
• Works collaboratively as a member of the HR team and represents the Chief Human Resources Officer and the Office of Human Resources with professionalism in all communications and interactions.
• Performs other relevant duties as assigned by the Chief Human Resources Officer in support of the Office of Human Resources' goals and objectives, the District's mission, and the Superintendent's Priority Goals.

Conhecimentos

Calendar management

Meeting logistics

Record & file management

Budget & procurement

Travel coordination

Discretion & judgment

Office administration

Formação académica

Associate's degree in business/related field

Bachelor's degree preferred

Ferramentas

Munis ERP

Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)

Adobe Acrobat

Descrição da oferta de emprego

Pittsburgh Public Schools is seeking a Chief Executive Secretary to provide comprehensive executive and administrative support to the Chief Human Resources Officer. The role manages complex scheduling, confidential records, and HR operations, coordinating facilities, contracts, and communications across the Office of Human Resources.

The position requires sound judgment, discretion, and strong organization in a fast-paced environment with regular 8:30 a.m.–5:00 p.m.