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Secretary – Human Resources

Job Description


LOCATION: Educational Service Center

This position serves as Secretary to the Human Resources Manager. Responsibilities include maintaining confidential files and records; duplicating and distributing files, assisting with Risk Management, Unemployment and L&I claims. This position also provides assistance to the Human Resources Department.

Reports to the Human Resources Manager


  1. Receives and processes Risk Management claims; creates and maintains a database, consults with Human Resources Manager on claims as required. May require tracking costs, invoices; create files. Assist with yearly RAS survey tracking next steps for completion.
  2. Receives and processes L&I claims; creates and maintains a database, consults with Human Resources Manager on claims as required. Sends out Leave Claim form as needed; tracks dates off work; creates files.
  3. Assists with gathering information for Records Requests, makes copies and distributes as needed.
  4. Receives and processes Unemployment Claims. Researches and copies requested information; forwards to Human Resources Manager for signature; returns forms for processing; reviews bills for accuracy, notifies manager of any discrepancies; files paperwork.
  5. Schedules conference rooms, contacts appropriate staff members and/or outside contacts to schedule investigation conferences, union and grievance meetings, etc., as requested.
  6. Processes Classified Funds paperwork; creates and maintains spreadsheet; contacts employees if missing paperwork; forwards to Human Resource Manager for signature.
  7. Creates and maintains a variety of reports, documents and materials using Microsoft Excel spreadsheet and other formats appropriate for reporting needs.
  8. Duplicates and distributes a variety of confidential materials such as correspondence, personnel files, investigation files, etc., as required. File, make binders, folders and assist with organization, as needed.
  9. Formats, types and edits correspondence (often confidential), proofreads, duplicates and distributes as necessary. May compose routine correspondence as needed.
  10. Provides backup support for online application program for certificated and classified positions as needed.
  11. Provides backup support in determining whether or not an employee is eligible for Family Medical Leave Act; sends out appropriate letters to employees notifying them of their eligibility or non-eligibility based on specific criteria of the law.
  12. May provide support in creating purchase orders for conferences, meetings, office supplies, etc.
  13. Provides assistance to other Human Resources staff as needed.
  14. Performs related duties as assigned.


FLSA: Covered


Education and Experience
High school graduate or equivalent and five years of secretarial experience; strong computer skills/experience in a variety of software programs, especially spreadsheet and database.

Knowledge, Skills and Abilities

  • Experience and skills to operate a personal computer and specific software programs, including creating databases and spreadsheet files.
  • General secretarial procedures and processes.
  • Ability to establish and maintain effective working relationships with staff and the public; friendly, customer service-oriented attitude is essential.
  • Strict confidentiality is essential.
  • Ability to work effectively under pressure, multi-task and remain flexible.
  • Ability to work independently and take initiative.
  • Knowledge of procedures and practices of general human resources.
  • Ability to maintain accurate records and filing system.
  • Ability to organize and set priorities.
  • Excellent oral and written skills.
  • Knowledge of correct grammar, spelling and English usage.

Updated: 08/2013