Administrative Assistant

Knowledge, Skills, and Abilities

Knowledge:

• Human Resources office practices, procedures, and confidentiality standards
• Records retention requirements and document management systems
• Data entry, reporting systems, and database management
• Payroll/leave systems and general business office procedures
• Microsoft Office / Google Workspace and related software systems

Skills:

• Organization, prioritization, and multitasking
• Accurate data entry and proofing
• Customer service and professional communication
• Calendar coordination, meeting logistics, and document preparation
• Preparing reports, forms, and correspondence

Abilities:

• Maintain confidentiality of sensitive employee information
• Work independently with minimal supervision
• Adapt to changing priorities and competing deadlines
• Learn new systems and processes quickly
• Build positive working relationships with diverse stakeholders
• Recommend and implement process improvements

Essential Functions

The following identifies the primary and essential functions of the position and is not intended to be an exhaustive listing of all duties. Some functions listed may be more prominent than others depending on organizational needs.

I. Core Responsibilities 

• Provide front-line customer service to employees, applicants, administrators, and the public via phone, email, and in person
• Prepare, format, proofread, and distribute HR correspondence, forms, reports, and documents
• Maintain confidential personnel records, files, and data in compliance with district procedures and legal requirements
• Enter, review, verify, and update information in HR databases and systems
• Coordinate meetings, schedules, calendars, and related logistics for HR staff
• Support onboarding, employment processing, and employee transactions
• Respond to routine questions regarding HR procedures, forms, timelines, and processes
• Assist with purchasing, invoices, office supply ordering, and department administrative needs
• Support clerical training, cross-training, and troubleshooting of systems/processes
  Identify opportunities to improve efficiency, workflow, and customer service
• Use district technology systems effectively and learn new systems as needed

II. HR Operations Responsibilities

• Provide direct administrative support to HR leadership
• Manage calendars, appointments, and meeting coordination for HR administrators
• Assist with recruitment and hiring processes including references, background checks, interview scheduling, and offer letter preparation
• Process verification of employment requests
• Track employee agreements including signing bonus agreements, loan agreements, and related documents
• Prepare Board personnel reports and track submission deadlines
• Support district wellness initiatives including scheduling meetings, budgets, and materials
• Maintain HR webpage updates and department communications
• Process Frontline/Aesop leave transactions and system support
• Monitor HR budget items, invoices, and purchasing documentation

III. HR Data & Records Responsibilities

• Maintain official personnel files and digital records systems
• Manage document scanning, indexing, storage, retention, and destruction processes
• Ensure compliance with district records retention schedules and privacy requirements
• Perform HR data audits for completeness, accuracy, and consistency
• Support system/database entries for employee records, assignments, credentials, and related data
• Generate HR reports, spreadsheets, and records summaries as requested
• Maintain labor law posting compliance and required notices
• Troubleshoot data discrepancies and coordinate corrections with internal departments
• Organize archived records and retrieval of historical employee documentation
• View the full Administrative Support V Job Classification

Position Details:

Reports to: Director of Human Resources

Location: District Service Center in Plymouth, MN

Work Schedule: This is a full-time position, Monday-Friday, 40 hours per week, all year 12-month position, 261 days

Salary: Follows the SEIU Local 284 Salary Schedule Grade V: $25.95 – $27.00 per hour (depending on experience)

Generous Benefits including: 

• Low cost medical and dental insurance
• District funded HRA account
• Life insurance and long-term disability
• Optional health care flexible spending account (FSA)
• Optional dependent care flexible spending account (FSA)
• Extensive wellness services that includes 6 free confidential counseling sessions
• Retirement benefits through PERA
• Optional 403b with district match
• Paid time off
• Paid holidays
• Mental Health benefits
• More details can be found on our webpage: Contracts/Benefits – Intermediate District 287