Executive Administrative Assistant - Human Resources

Position Type:

Paraprofessional/Support Staff/Executive Admin Assistant - Human Resources

Date Posted:

5/7/2025

Location:

Human Resources Office

Job Title: Executive Administrative Assistant - Human Resources

Wage/Hour Status: Nonexempt/At Will

Reports To: Assistant Superintendent - HR

Pay Grade/Days: 207/226

Dept./School: Administration Building

Date Revised: October 2018

Primary Purpose:

The Human Resources Executive Administrative Assistant is responsible for a variety of duties and responsibilities to support the operation and various functions of the Waco ISD Human Resources department. Assignments may include compiling and analyzing data, coordinating multiple concurrent activities and events, and interacting with individuals and groups at various levels in the organization. The Human Resources Executive Administrative Assistant will also provide confidential, technical and administrative support and establish significant knowledge of district-wide and Human Resources related policies, procedures and practices in addition to well-developed clerical skills.

Qualifications:

Education/Certification:

Bachelor Degree in Human Resources Management, Business Administration, or Related Field (Preferred)

High School Diploma or GED

Special Knowledge/Skills:

Knowledge of Human Resources law, compensation, organizational planning, organization development, employee relations, onboarding and other Human Resources related functions (preferred)

Ability to maintain accurate paper and electronic/paperless records

Excellent computer skills, knowledge of Human Resources Information systems (HRIS), Excel, Word (including mail merging), and PowerPoint software

Excellent prioritizing and organizational skills

Strong communication, public relations, and interpersonal skills

Possesses superb writing / technical communication skills

Ability to handle sensitive information confidentially

Excellent customer service skills

Experience

Previous experience performing administrative and/or administrative assistant type work in a Human Resources department (two years preferred).

Major Responsibilities and Duties:

Assist the Assistant Superintendent of Human Resources with a variety of responsibilities and special projects.

Maintains calendar for the Assistant Superintendent of Human Resources and schedules meetings as needed.

Manage the department budget including maintaining up-to-date spreadsheets regarding all budget line items for applicable fund sources that are assigned to or monitored by Human Resources.

Prepare purchase orders, process payment authorizations, and maintain files and appropriate documentation for department expenditures for all fund sources assigned to Human Resources.

Coordinate with the campuses and departments to provide criminal history background checks for student teachers and outsource personnel. Maintain database of same.

Organize professional development and recruiting trips for the department, including but not limited to registration, travel arrangements and maintenance of recruiting materials and displays.

Coordinate necessary arrangements required to host annual Waco ISD job fair, if necessary, and coordinate the annual retirement reception and Teacher of the Year reception.

Oversee participation of external job fairs by internal recruiters including job fair registration, hotel accommodations, and travel.

Monitor HR staff personnel time records and leave requests for accuracy. Ensure that vacation utilization and leave records for all department employees are submitted promptly. Coordinate employee leave and lunch hours of Human Resources staff so that all functions in the department are covered.

Responsible for providing an annual report on feedback of exit interview surveys.

Schedule and coordinate the conference room for interviews and meetings and supply refreshments or materials as needed.

Responsible for monitoring and ordering of supplies, materials, equipment, including technology, and submitting warranties for all department staff members.

Assist with the preparation of monthly Board agenda packets, including level III and non-renewal packets.

Update job descriptions and appraisals as directed by the Assistant Superintendent of Human Resources.

Assist with the scanning of personnel records to support the department’s paperless initiative.

Schedules appointments with employees and former employees who have requested to review their personnel file.

Assist in maintaining and updating the Waco ISD Human Resources webpage.

Maintain the non compensated employee hiring process.

Responsible for data collection, processing, and retrieval:

Maintain current records for areas of responsibility and as assigned

Use database inquiries to generate current and prior statistical information in various areas relevant to the functions and operations of the Human Resources Department

Ensure confidentiality regarding all personnel matters.

Perform other duties as assigned. Supervisory Responsibilities:

None

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress, work with frequent interruptions. Tight timeline pressures; hectic pace; working on several projects at once; working with diverse population.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.

Non Discrimination Statement