Front Desk Administrative Assistant

NORTHAMPTON COUNTY PUBLIC SCHOOLS; Machipongo (VA); On-site; USD 33,076 - 49,366; Full time

Job summary

Northampton County Public Schools in Virginia seeks a Front Desk Administrative Assistant in Human Resources to serve as the Central Office receptionist and provide essential administrative support for the HR department.

You will manage visitor sign-in, phones, mail, scheduling, and confidential personnel records while upholding professional standards and confidentiality. Familiarity with Microsoft Office and Google Suite is required.

Qualifications

• A degree/diploma in a related program or appropriate coursework leading to a degree/diploma.
• Four to five years of successful secretarial experience.
• Thorough knowledge of standard office practices.
• Strong attention to detail.
• Ability to communicate effectively both orally and in writing.
• Knowledge and ability to use Microsoft Office (Excel/Word/Publisher) and Google Suite.
• Ability to work with a variety of people in various situations.
• Any alternative qualifications the School Board may deem appropriate.

Responsibilities

• Greet visitors as primary receptionist and provide exceptional customer service.
• Answer main telephone line, screen calls, take messages, and route inquiries.
• Manage mail, interoffice correspondence, email, and voicemail promptly.
• Schedule and coordinate interviews and orientations with notice and materials.
• Prepare, proofread, and distribute confidential documents and reports.
• Research, compile, and distribute reports, surveys, and informational materials.
• Maintain electronic and paper personnel records and files for HR.
• Maintain confidentiality of sensitive information.
• Utilize Frontline ATS to assist applicants and track applications.
• Prepare interview packets for administrators and committees.
• Notify applicants of employment decisions and maintain required documentation.
• Review new hire documentation and maintain tracking records.
• Assist with personnel transactions and distribution of documentation.
• Process background checks and LiveScan documentation.
• Assist with volunteer applications and identification requirements.
• Produce employee ID badges and coordinate with Operations.
• Complete employment verifications from outside agencies.
• Distribute information about local housing and resources for new employees.
• Support staff and applicants; respond to questions and resolve routine issues.
• Model professional, ethical, nondiscriminatory practices.
• Perform other duties as assigned by HR Director or Superintendent.

Skills

Strong communication

Attention to detail

Customer service

Microsoft Office

Google Suite

Education

Degree/diploma in related field

Tools

Frontline Applicant Tracking System

Excel

Word

Publisher

Google Suite

Job description

Salary

$33,076 - $49,366 (Commensurate with Experience). Please visit the NCPS website to determine salary specifics according to the current salary scale: https://www.ncpsk12.com/page/finance

Position Title

Front Desk Administrative Assistant Human Resources

Description

To serve as the primary receptionist for the Central Office by providing professional customer service to visitors, employees, applicants, and the public while performing administrative support functions that assist the Human Resources Department and Central Office administration in carrying out the Division's mission and daily operations.

Reports To

Director of Human Resources

Qualifications

• A degree/diploma in a related program of study or appropriate courses leading to a degree/diploma
• Four to five years of successful secretarial experience.
• Thorough knowledge of standard office practices.
• Strong attention to detail.
• Ability to communicate effectively both orally and in writing.
• Knowledge and ability to use Microsoft Office, i.e., Excel, Word, Publisher, Google Suite.
• Ability to work with a variety of people in a variety of situations.
• Such alternative to the above qualifications as the School Board may feel appropriate and acceptable.

Performance Responsibilities

• Serve as the primary receptionist for the Central Office by greeting visitors, providing exceptional customer service, and ensuring all visitors sign in and comply with division visitor procedures.
• Answer the main telephone line, screen and direct calls, take accurate messages, and respond to routine inquiries or route requests to the appropriate staff member.
• Manage incoming and outgoing mail, interoffice correspondence, email, and voicemail in a timely and professional manner.
• Schedule and coordinate interviews, orientations, ensuring participants receive appropriate notice and supporting materials.
• Prepare, proofread, edit, and distribute confidential correspondence, reports, contracts, work agreements, meeting materials, and other documents.
• Research, compile, prepare, and distribute reports, surveys, guidelines, databases, and other informational materials as requested.
• Maintain accurate electronic and paper records, databases, personnel files, and other records assigned to the Human Resources office.
• Maintain strict confidentiality of personnel records, reports, correspondence, and all sensitive information.
• Utilize the Frontline Applicant Tracking System to assist applicants, monitor applications, document candidate communications, schedule interviews, and support recruitment activities.
• Prepare interview packets and related materials for administrators and interview committees.
• Notify applicants of employment decisions by preparing and sending appropriate correspondence.
• Review new hire documentation for completeness and maintain tracking records to ensure all required employment documentation has been received.
• Assist with processing personnel transactions, including new hires, separations, and status changes, and distribute required documentation to appropriate departments.
• Process criminal background checks, fingerprinting records, and related documentation, including printing and filing reports received through the Virginia State Police LiveScan system.
• Assist with processing volunteer applications, background checks, demographic information, and identification requirements in accordance with division procedures.
• Produce employee identification badges and coordinate required information with the Department of Operations.
• Complete employment verification requests from outside agencies in a timely manner.
• Maintain and distribute information regarding local rental housing and community resources for newly hired employees.
• Assist administrative assistants, principals, directors, supervisors, employees, and applicants by responding to questions and resolving routine issues.
• Model professional, ethical, and nondiscriminatory practices in all interactions.
• Perform other duties as assigned by the Director of Human Resources or Superintendent.

Physical Requirements

• Exhibit manual dexterity to dial a telephone and to enter data into a computer.
• See and read a computer screen and printed material with or without vision aids.
• Sit for extended periods of time.
• Hear and understand speech at normal levels, indoors, outdoors and on the telephone.
• Speak in audible tones so that others may understand clearly indoors, outdoors, and on the telephone.
• Ability to understand and follow oral and written instructions.
• Physical ability to lift up to 25 pounds.
• Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Terms of Employment

Contract Length - Twelve Months. FLSA Status - Non-Exempt. Salary to be established by the School Board in accordance with the Classified 12‑month Salary Scale.

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 written out in this job description. Northampton County Public School reserves the right to update, revise or change this job description and related duties at any time.