Position Summary:

The Executive Secretary - Human Resources provides highly confidential, executive-level administrative support to the Director of Human Resources and comprehensive administrative support to the Human Resources Department. The position serves as a primary point of coordination for the Director's schedule, communications, meetings, confidential documentation, personnel matters, and departmental workflow. The Executive Secretary interacts regularly with employees, applicants, administrators, Board members, bargaining representatives, legal counsel, outside agencies, and members of the public and must exercise exceptional discretion, professionalism, judgment, organization, and confidentiality. The position also assists with recruitment, onboarding, personnel records, HRIS transactions, correspondence, reporting, meeting coordination, and other operational functions assigned by the Director.

Essential Duties and Responsibilities:
Executive Support to the Director of Human Resources

·         Manage and coordinate the Director of Human Resources' and the departments calendar, appointments, meetings, deadlines, conferences, and other commitments.
·         Prioritize scheduling requests and resolve calendar conflicts based upon departmental priorities and the confidential or time-sensitive nature of HR matters.
·         Prepare correspondence, memoranda, reports, presentations, spreadsheets, forms, meeting materials, and other documents for the Director and department for review and approval.
·         Receive and appropriately route confidential communications, inquiries, complaints, and requests directed to the Director or Human Resources Department.
·         Coordinate meetings involving administrators, employees, bargaining representatives, legal counsel, applicants, and external partners.
·         Prepare agendas and meeting materials and record minutes or confidential notes when directed.
·         Maintain follow-up systems for assignments, requests, deadlines, Board items, investigations, grievances, employee matters, and other Director priorities.
·         Arrange travel, registrations, professional development, purchase orders, reimbursements, and related administrative requirements for the Director and department.
·         Maintain strict confidentiality and exercise appropriate discretion when determining the urgency and routing of sensitive communications and employee concerns.

Recruitment, Hiring and Onboarding Support:
·         Prepare and post vacancies through the District's applicant-tracking system.
·         Assist in maintaining recruitment files, applicant materials, interview schedules, candidate communications, and hiring documentation.
·         Coordinate interviews and candidate schedules and prepare interview materials as directed.
·         Prepare employment correspondence, recommendation forms, contracts, assignment notices, or other hiring documents for review and approval.
·         Coordinate new-employee paperwork and onboarding appointments.
·         Assist with fingerprinting, criminal-history documentation, employee-history checks, certification documentation, employment eligibility documentation, and other required pre-employment processes.
·         Assist in planning and coordinating new-employee orientation and onboarding activities.
·         Notify appropriate departments of approved new hires and employment changes according to established procedures.

Personnel Records and HRIS Support:
·         Create, organize, maintain, scan, and archive official personnel records in accordance with District procedures.
·         Maintain appropriate separation of personnel, medical, investigation, and other confidential records.
·         Enter and update employee information in HRIS and other Human Resources systems as assigned.
·         Process approved personnel changes, including assignments, transfers, salary or status changes, leaves, resignations, retirements, and terminations.
·         Maintain position, employee, seniority, credential, evaluation, or other tracking records assigned to the position.
·         Prepare employment verifications and routine personnel documentation in accordance with established procedures.
·         Assist with employee records requests while ensuring appropriate authorization and confidentiality.
·         Support annual employee-data rollover and personnel-record reconciliation activities.

Department Operations and Customer Service:

·         Serve as a professional and service-oriented initial contact for the Human Resources Department.
·         Respond to routine employee, applicant, administrator, and public inquiries and refer questions requiring HR interpretation or decision-making to the appropriate HR professional.
·         Monitor general HR email, telephone, correspondence, and departmental requests as assigned.
·         Coordinate departmental mail, supplies, purchasing, invoices, subscriptions, memberships, and office records.
·         Assist HR staff during recruitment cycles, open enrollment, beginning/end-of-year processing, audits, state reporting, and other periods of significant departmental activity.
·         Compile data and supporting documentation for HR reports, surveys, audits, and state or federal reporting as directed.
·         Maintain a professional, organized, and secure Human Resources office.
·         Establish and maintain effective working relationships with employees, administrators, applicants, bargaining representatives, and external partners.
·         Perform other duties and responsibilities assigned by the Director of Human Resources.

Minimum Qualifications:

Education: High school diploma or equivalent required. Associate degree, college coursework in business administration or human resources, Certified Administrative Professional credential, or comparable education is preferred.

Experience: Minimum of three to five years of progressively responsible administrative, executive-secretarial, human-resources-support, or similar office experience. Experience supporting an executive, director, superintendent-level administrator, or Human Resources department is strongly preferred. Experience in a K-12 school district or other public-sector environment is desirable.

Required Knowledge, Skills and Abilities:

• Exceptional confidentiality and discretion, including the ability to appropriately handle personnel, medical, labor-relations, investigation, and legal information.
• Advanced organizational, calendar-management, records-management, and scheduling skills with the ability to manage competing priorities and frequent interruptions.
• Strong business writing, proofreading, document-production, data-entry, and customer-service abilities.
• Proficiency with Microsoft Office and Google Workspace; experience with HRIS, applicant-tracking, payroll, document-management, or school administrative systems(Skyward) is preferred.
• Ability to independently organize work, recognize priorities, follow complex written and verbal instructions, maintain accurate records, and exercise sound judgment regarding when matters should be elevated to the Director or another HR professional.
• Professional interpersonal skills and the ability to communicate effectively with employees, applicants, administrators, Board members, bargaining representatives, legal counsel, vendors, outside agencies, and the public.

Mental and Physical Requirements:

Maintain emotional control under stress.
Exercise sound judgment, tact, diplomacy, and professionalism.
Work effectively despite frequent interruptions.
Perform repetitive hand motions.
Prolonged computer usage.
Occasional lifting or moving of materials up to 25 pounds.
Vision sufficient for reading printed and electronic documents.
Ability to sit, stand, walk, bend, stoop, kneel, and reach throughout the workday.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

Primarily an indoor office environment located within the Central Office. The position regularly interacts with district staff, students, families, community members and may need to travel occasionally to different district buildings.

Hours and Pay:

Full calendar-year position (260–261 work days)
Monday through Friday
Eight and a half hour workday including a 30-minute unpaid lunch
Salary and benefits pursuant to the collective bargaining agreement between Saginaw Township Community Schools and the Saginaw Township Support Staff Association (STSSA).
Educational stipend of $0.80 per hour for employees with an Associate's degree or at least 60 college semester credit hours (official transcripts required).
Medical, dental, vision, life insurance, and participation in the Michigan Public School Employees Retirement System (MPSERS) available in accordance with the collective bargaining agreement.

Physical Requirements:
Ability to perform the essential physical functions of the position, which may include bending, twisting, reaching, pushing or pulling, lifting and carrying materials or equipment up to approximately 40 pounds, and standing or walking for extended periods of time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Pursuant to Public Act 68 of 1993 and Public Act 83 of 1995, selected new employees shall submit to fingerprints and a criminal background check at the employee's expense.

It is the policy of the Board of Education that the District will not discriminate against any applicant or employee based on sex, age, race, color, national origin, religion, height, weight, marital status, handicap or disability. The District shall comply with all applicable federal and state laws and regulations prohibiting discrimination including, but not limited to, Titles VI and VII of the Civil Rights Act of 1964, 42 U.S.C. §§ 2000d. et seq.; and 42 U.S.C. §§ 2000e, et seq.; the Americans with Disabilities Act of 1990, 42 U.S.C. §§ 1210, et seq.; the Handicappers' Civil Rights Act, MCL §§ 37.1101, et seq.; and the Elliott-Larsen Civil Rights Act, MCL §§ 37.2101, et seq.; Age Discrimination in Employment Act (ADEA), 29U.S.C. §§ 621, et seq. Inquiries or complaints by applicants or employees related to discrimination should be directed to:

Director of Human Resources and Labor Relations
Saginaw Township Community Schools
3465 N. Center Road, P.O. Box 6278
Saginaw, MI 48608
TELEPHONE: 989-797-1800

www.stcs.org