Executive Secretary - Executive Director, Human Resources
Mesa Public Schools - AZ, Mesa, AZ, United States
Administrative And Secretarial Support
Employment Type: Full-time (40 hours per week) Base Hourly: $22.00 Class/Calendar: B23, 12 months Benefits: Vacation, sick leave, holidays, retirement matched through the Arizona State Retirement System, health, and life insurance Performance Pay: Available annually New Hire Experience: 1% of the base hourly rate granted for each year of verified like experience (within ten years) beyond the requirement, up to a ten-year maximum New Hire Education: 1% of the base hourly rate awarded for an AA or higher degree if not required for the position Job Summary: To provide a wide variety of complex and confidential administrative and secretarial support functions to the executive director for human resources. Key Responsibilities: Provide a wide variety of complex and confidential administrative and secretarial support functions for executive director of human resources and the HR leadership team. Perform general secretarial duties in support of the office of executive director and directors of human resources Compose and research documents and materials (i.e. correspondence, agendas, minutes, reports, district communication, etc.) to communicate information to public, district personnel, state and federal officials, etc. Process electronic Personnel Action Request Forms (ePARs) for all administrative personnel actions requiring Board approval Create and proof addendum and stipend requests and post contract language changes to the Governing Board agenda for approval Responsible for coordinating all logistical and preparatory aspects of administrative interviews Plan, monitor and administer expenditures within department budget; review annual Pos Manage Conflict of Interest forms Coordinate and support district recognition programs, including Years of Service data management and pin packet assembly, process Mesa Moments submissions and compile files for the Print Shop, and assist with Retirement Party coordination Research, compose, and submit responses to unemployment requests, including gathering and organizing supporting documentation, and coordinate and schedule associated hearings Evaluate situations (i.e. involving district personnel, public, etc.) to take appropriate action and/or to direct to appropriate personnel for resolution Establish and maintain highly confidential files and records Oversee the hiring process for district administrators Process documents and materials (i.e. travel requests, travel arrangements, schedules, memos, agendas, trip reduction, governing board documents, etc.) to disseminate information to appropriate parties Oversees various human resources updates to Employee Handbook printing, legal poster compliance, and disperse Statements of Awareness and Understanding. Respond to inquiries from district personnel and/or public to provide information and/or direction under established guidelines Approval of district qualified evaluators Process verifications of employment, when needed Assists with human resources reception desk coverage Maintain and update the Human Resources website, including coordinating annual updates and publication of employee group agreements, the Employee Handbook, and related materials Perform other related duties, as assigned, in support of the effective and efficient operation of the work unit Assist other personnel as may be required for the purpose of supporting them in the completion of their work activities Assists with other assigned duties as appropriate to the area of assignment and Mesa Public Schools Regular and on-time attendance required Required Qualifications: High School education required Significant secretarial experience Preferred Qualifications: Knowledge of and experience with school district policies and procedures with school and/or district experience preferred 3+ years of progressively responsible secretarial work Skills & Competencies: Models the attributes and skills of the MPS Portrait of a Graduate Demonstrates commitment to the MPS Promise that every student is known by name, served by strength and need, and graduates ready for college, career and community Ability to operate standard office equipment Strong ability to organize and prioritize multiple tasks and to meet deadlines while working with frequent interruptions; accuracy and attention to detail a must Ability to initiate and to direct own work Excellent human relations skills; ability to establish and to maintain effective relationships with administrators, teachers, other district personnel, and general public Excellent communication skills (verbal and written) and knowledge of English grammar Ability to assume responsibility, to anticipate needs, to use independent judgment to problem solve and to make decisions High ability to maintain strict confidentiality High proficiency in typing, word processing and spreadsheet production with excellent accuracy; superior test battery Computer proficiency to include use of basic software applications (Word, Excel, Email, Google Docs, etc.) Work Environment & Physical Requirements: Primarily works in an administrative office within the school district's central office or occasionally within a school building Interacts with superintendents, school board members, principals, teachers, and sometimes the public or parents Must handle multiple tasks at once, such as managing calendars, preparing reports, scheduling meetings, and taking minutes during board meetings Works with sensitive information related to students, staff, and district operations Heavy use of computers, phones, printers, and other office equipment. Proficient with software like Microsoft Office, Google Workspace, and sometimes specialized school administration software (e.g., PowerSchool, Skyward). May need to lift or move items such as office supplies, file boxes, or presentation materials (generally less than 25 lbs.) Equal Opportunity Employer Statement: Mesa Public Schools is an equal opportunity employer and complies with all applicable federal, state, and local laws regarding equal employment opportunity and anti-discrimination. The District strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. Applicants and employees may contact Human Resources to request reasonable accommodations needed to perform the essential functions of this position.
Employment Type: Full-time (40 hours per week) Base Hourly: $22.00 Class/Calendar: B23, 12 months Benefits: Vacation, sick leave, holidays, retirement matched through the Arizona State Retirement System, health, and life insurance Performance Pay: Available annually New Hire Experience: 1% of the base hourly rate granted for each year of verified like experience (within ten years) beyond the requirement, up to a ten-year maximum New Hire Education: 1% of the base hourly rate awarded for an AA or higher degree if not required for the position Job Summary: To provide a wide variety of complex and confidential administrative and secretarial support functions to the executive director for human resources. Key Responsibilities: Provide a wide variety of complex and confidential administrative and secretarial support functions for executive director of human resources and the HR leadership team. Perform general secretarial duties in support of the office of executive director and directors of human resources Compose and research documents and materials (i.e. correspondence, agendas, minutes, reports, district communication, etc.) to communicate information to public, district personnel, state and federal officials, etc. Process electronic Personnel Action Request Forms (ePARs) for all administrative personnel actions requiring Board approval Create and proof addendum and stipend requests and post contract language changes to the Governing Board agenda for approval Responsible for coordinating all logistical and preparatory aspects of administrative interviews Plan, monitor and administer expenditures within department budget; review annual Pos Manage Conflict of Interest forms Coordinate and support district recognition programs, including Years of Service data management and pin packet assembly, process Mesa Moments submissions and compile files for the Print Shop, and assist with Retirement Party coordination Research, compose, and submit responses to unemployment requests, including gathering and organizing supporting documentation, and coordinate and schedule associated hearings Evaluate situations (i.e. involving district personnel, public, etc.) to take appropriate action and/or to direct to appropriate personnel for resolution Establish and maintain highly confidential files and records Oversee the hiring process for district administrators Process documents and materials (i.e. travel requests, travel arrangements, schedules, memos, agendas, trip reduction, governing board documents, etc.) to disseminate information to appropriate parties Oversees various human resources updates to Employee Handbook printing, legal poster compliance, and disperse Statements of Awareness and Understanding. Respond to inquiries from district personnel and/or public to provide information and/or direction under established guidelines Approval of district qualified evaluators Process verifications of employment, when needed Assists with human resources reception desk coverage Maintain and update the Human Resources website, including coordinating annual updates and publication of employee group agreements, the Employee Handbook, and related materials Perform other related duties, as assigned, in support of the effective and efficient operation of the work unit Assist other personnel as may be required for the purpose of supporting them in the completion of their work activities Assists with other assigned duties as appropriate to the area of assignment and Mesa Public Schools Regular and on-time attendance required Required Qualifications: High School education required Significant secretarial experience Preferred Qualifications: Knowledge of and experience with school district policies and procedures with school and/or district experience preferred 3+ years of progressively responsible secretarial work Skills & Competencies: Models the attributes and skills of the MPS Portrait of a Graduate Demonstrates commitment to the MPS Promise that every student is known by name, served by strength and need, and graduates ready for college, career and community Ability to operate standard office equipment Strong ability to organize and prioritize multiple tasks and to meet deadlines while working with frequent interruptions; accuracy and attention to detail a must Ability to initiate and to direct own work Excellent human relations skills; ability to establish and to maintain effective relationships with administrators, teachers, other district personnel, and general public Excellent communication skills (verbal and written) and knowledge of English grammar Ability to assume responsibility, to anticipate needs, to use independent judgment to problem solve and to make decisions High ability to maintain strict confidentiality High proficiency in typing, word processing and spreadsheet production with excellent accuracy; superior test battery Computer proficiency to include use of basic software applications (Word, Excel, Email, Google Docs, etc.) Work Environment & Physical Requirements: Primarily works in an administrative office within the school district's central office or occasionally within a school building Interacts with superintendents, school board members, principals, teachers, and sometimes the public or parents Must handle multiple tasks at once, such as managing calendars, preparing reports, scheduling meetings, and taking minutes during board meetings Works with sensitive information related to students, staff, and district operations Heavy use of computers, phones, printers, and other office equipment. Proficient with software like Microsoft Office, Google Workspace, and sometimes specialized school administration software (e.g., PowerSchool, Skyward). May need to lift or move items such as office supplies, file boxes, or presentation materials (generally less than 25 lbs.) Equal Opportunity Employer Statement: Mesa Public Schools is an equal opportunity employer and complies with all applicable federal, state, and local laws regarding equal employment opportunity and anti-discrimination. The District strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. Applicants and employees may contact Human Resources to request reasonable accommodations needed to perform the essential functions of this position.