HCM Administrative Assistant

Job Description

Job Title: HCM Administrative Assistant

Reports To: Assistant Superintendent of Human Capital Management

Contract Length: 252 Days

Exempt/Nonexempt: Non-Exempt

Department: Human Capital Management

Reynoldsburg City Schools is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. At Reynoldsburg, our educators embody the principles outlined in Our Portrait of an Educator, inspiring students to innovate, collaborate, and excel. For more information, visit https://www.reyn.org/about-rcs/mission-vision-values.

Primary Job Function: The Reynoldsburg City Schools' HCM Administrative Assistant is responsible for providing direct administrative, clerical, and logistical support to the Assistant Superintendent of Human Capital Management and the Human Capital Management department. This position manages executive scheduling, processes departmental purchasing and invoice payments, orders office supplies, coordinates interview schedules and event logistics, and maintains confidential departmental records and electronic filing systems.

Minimum Qualifications:

• Associate degree or higher (or equivalent specialized training/experience in Human Resources, Business Administration, or a related field).
  
• Minimum of two to three (2-3) years of dedicated clerical or administrative support experience in Human Resources / Human Capital Management (preferably in public education or the public sector).
  
• Proven experience entering data, maintaining electronic records, and handling confidential personnel information with discretion.
  
• Demonstrated proficiency in Google Workspace and Microsoft Office Suite (Word, Excel, Outlook).
  
• Valid State of Ohio driver's license with an acceptable driving record.
  
• Satisfactory completion of state and federal criminal background checks (BCI/FBI).

Preferred Qualifications:

• Bachelor's degree in Business Administration, Human Resources, or a related field.
  
• Prior administrative support experience in an Ohio K-12 public school district or educational service center.
  
• Experience generating purchase requisitions, tracking purchase orders, and processing vendor invoices through school financial accounting software.

Essential Duties and Responsibilities: Primary functions may include the following duties, responsibilities, skills, abilities, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions within this classification.

Executive Support and Departmental Administration

• Provides coverage for the main front desk and manages high-volume incoming and outgoing calls.
  
• Coordinates and maintains the daily calendar for the Assistant Superintendent of HCM, scheduling appointments, staff check-ins, and committee meetings.
  
• Types, formats, and proofreads draft correspondence, departmental memos, administrative guidelines, and Board of Education agenda materials.
  
• Attends departmental meetings and administrative committees to take, transcribe, and distribute meeting minutes.
  
• Collates, copies, and organizes agenda packets, briefing binders, and presentation slide decks for executive meetings.
  
• Answers incoming departmental phone calls and emails, answering routine questions regarding department procedures while routing complex inquiries to the appropriate personnel.

Purchasing, Financial Processing, and Office Supplies

• Orders, inventories, and restocks all office supplies, materials, and consumables for the Human Capital Management department.
  
• Enters departmental purchase requisitions and generates purchase orders within the district's financial accounting software.
  
• Matches receiving documentation and packing slips with vendor invoices; reviews, codes, and submits invoices for timely payment against open purchase orders in coordination with the Treasurer's Office.
  
• Tracks departmental budget expenditures and maintains organized physical and digital records of all requisitions, purchase orders, receipts, and payment vouchers.
  
• Prepares travel requisitions, conference registrations, and expense reimbursement documentation for departmental leadership.

Interview Coordination and Event Logistics

• Contacts job applicants to schedule screening interviews and panel interview committee appointments as directed by hiring administrators.
  
• Prepares and distributes interview confirmation notices, candidate directions, and interview rubrics/packets to committee members.
  
• Reserves conference rooms, arranges room setups, and tests presentation equipment for department meetings, interviews, and trainings.
  
• Coordinates logistical preparations for New Educator Orientation, staff workshops, and job fairs, including printing materials, assembling informational packets, preparing signage, and tracking attendee sign-in sheets.

Records Maintenance and Clerical Support

• Scans, indexes, and files confidential personnel documents, evaluations, and department records into digital document archives and physical filing cabinets.
  
• Performs routine data entry in the district's HRIS to update basic employee demographic information, such as address, phone number, and emergency contact changes.
  
• Distributes routine exit survey links and checkout documentation checklists to separating staff.
  
• Places service calls for shared department office equipment (copiers, printers) and coordinates technician visits.

Knowledge, Skills and Abilities Knowledge of:

• Standard office practices, clerical procedures, and business English in an executive administrative setting.
  
• School district purchasing procedures, requisition workflows, and invoice payment processing against purchase orders.
  
• Records retention schedules and basic employee privacy standards (FERPA/HIPAA).
  
• General organizational structure and operations of a K-12 public school district.

Skilled in:

• Executive calendar management, meeting coordination, and logistical planning.
  
• Entering purchase requisitions, reconciling invoices, and tracking financial paperwork accurately.
  
• Operating Google Workspace, Microsoft Office Suite (Word, Excel, Outlook), and office equipment.
  
• Professional telephone etiquette, business correspondence drafting, and customer service.

Ability to:

• Maintain absolute confidentiality regarding sensitive personnel and executive matters.
  
• Follow detailed oral and written instructions while managing multiple clerical assignments.
  
• Perform repetitive administrative tasks, data entry, and filing with high accuracy and attention to detail.
  
• Establish and maintain effective, cooperative working relationships with administrators, staff, vendors, and the public.

PHYSICAL DEMANDS & WORKING CONDITIONS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions in keeping with law.

Physical Demands - While performing the duties of this job, the employee is regularly required to communicate with others. The employee is required to sit or stand and move around for extended periods of time. While performing the duties of this job the employee must be able to push, pull, lift and carry over 25 pounds on occasion.

Working Conditions - The employee in this position may experience occasional exposure to blood, bodily fluids and tissue. The employee may also be required to interact with unruly children.

Driving Requirement - This position may require driving to various school sites or events.

This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the employee. The employee will be required to follow the instructions and perform the duties required by the employee's supervisor and or appointing authority.