Executive Specialist to the Executive Director of Human Resources

Job summary: To inspire and prepare each and every scholar with the confidence courage and competence to achieve their dreams; contribute to community; and engage in a lifetime of learning by providing specialized clerical and technical duties as directed by the Executive Director of Human Resources. The Executive Specialist provides essential administrative support to the Executive Director of Human Resources General Counsel and Human Resources department. This position performs their functions with a high degree of confidentiality care and customer service.

Responsibilities and duties include:

• Provide administrative support to the Executive Director of Human Resources.
  • Tracks and monitors budget expenditures and balances for the department. Shares monthly reports with the Executive Director. Responsible for department purchases and reconciliation in accordance with policies and procedures.
  • Prepares correspondence reports graphs presentation slides and other materials.
  • Proofs edits and assists in the revision of correspondence and documents as needed.
  • The ability to learn and utilize technology solutions (e.g. Microsoft Office Google workspace school district software) to proficiency.
  • Organizes plans and makes all arrangements for a variety of meetings events conferences appointments training sessions special meetings or other events typically involving the Executive Director department leadership cabinet members and/or consultants.
  • Creates and maintains various databases files and confidential records.
  • Compiles researches or gathers information and data as requested.
  • Coordinates the printing and distribution of the staff seniority list mailings staff letters or enclosures to the staff or public.
  • Assists and supports the Executive Director with developing and implementing processes.
  • Demonstrates adaptability and the ability to problemsolve seek clarification and escalate issues as appropriate.

• Coordinate Student Teacher Placement and provide administrative support to the Human Resources Department.
  • Coordinates the student teacher placement for the school district including maintaining effective communication with universities school sites and student teachers; tracking placement; completing preemployment process; and responding to questions.
  • Receives feedback and identifies opportunities for improvement to student teacher placement and other processes.
  • Screens all calls and handles a variety of questions issues or concerns to assist the HR Leadership Team. The ability to determine when to escalate issues to the Executive Director or other members of the leadership team.
  • Supports the Workforce Development Coordinator in financial and resource management with districtlevel mentorship and talent programming.
  • Assists with preparing materials for monthly School Board meetings.
  • Assists with onboarding HR department staff.

• Provide excellent customer service to staff students and members of the community on behalf of the Executive Director of Human Resources.
  • Provides a high quality customer and stakeholder experience as demonstrated by respectful and clear communication identifying solutions and escalating issues as appropriate.
  • Screens calls and meeting requests and handles a variety of questions issues or concerns to assist the HR Leadership Team. Determines when it is appropriate to address issues and questions and when issues should be submitted directly to the Executive Director or other members of the leadership team.

• Provide administrative support to the districts General Counsel.
  • Compile research or gather information and data requested.
  • Assist in various office projects and activities as directed or as part of ongoing duties.
  • Schedule meetings and reserve meeting rooms.
  • Coordinate the printing and distribution of various types of communication (e.g. emails letters) to staff or the public.
  • Create and maintain district mailing lists databases or other records.
  • Assists and supports the General Counsel with developing and implementing processes.

• Performs other duties as assigned.
  • Provides backup administrative support when needed.
  • Attend district inservice training sessions and meetings.  

Essential Knowledge Skills and Abilities include:

• Excellent customer service and human relations skills in assisting screening and responding to requests from staff student teachers and the public.
• The ability to problemsolve seek clarification and escalate issues as appropriate.
• The ability to maintain confidentiality and private data.
• Collaborating with a variety of stakeholders on solutions and processes.
• Word processing database maintenance spreadsheet creation and use of presentation graphic programs or other office productivity software; familiarity with web content management systems.
• Applying basic math skills in adding subtracting dividing multiplying calculating percentages ratios averages or percentiles.
• The ability to learn and utilize technology solutions (e.g. Microsoft Office Google workspace school district software) to proficiency.
• Performing work assignments requiring attention to detail precision and accuracy.

Minimum Qualifications:

• Associate degree or two years of collegelevel coursework completed.
• Three (3) years experience in the area of administrative support.

Preferred Qualifications:

• Previous experience performing administrative support functions and/or responsibilities in a school district environment.

Salary: Class 3 $20.23 $27.59 hourly
Work schedule: Fulltime 260/261 workdays/year
Bargaining unit: Confidential Support Specialists
Benefits: This position offers medical dental life and longterm disability coverage as well as employer matching on a 403b.

Osseo Area School District ISD 279 ensures equal employment opportunities regardless of race creed gender color national origin religion age sexual orientation or disability. Osseo Area School District is committed to a workforce that reflects the diversity of the district and strongly encourages persons to apply who can strengthen our diversity. For more information view the Districts Equal Opportunity and Prohibition Against Discrimination Harassment and Violence Policy.