Executive Secretary/HR Specialist

Colton, Oregon

We are recruiting to hire, IMMEDIATELY, a Human Resource Specialist. 


This position serves as the primary executive assistant/secretary ensuring effective and efficient systems for organization and communication. This position provides full spectrum administrative support to the Superintendent including matters of a confidential nature while also performing various duties including the management and organization of employment information, records, and reports related to  personnel; employee leave, maintaining the HR database, licensure, and coordination of recruitment and retention of staff.


Essential duties of this position include the following.  Employees in this position perform some or all of the following tasks.  Other duties may be assigned.

  1. Follows and maintains knowledge of all policies and procedures.
  2. Performs general office duties including answering multi-line phones, directing calls and taking messages as appropriate, greeting the public, typing, copying, filing and sorting and handling incoming and outgoing mail.
  3. Researches, creates, inputs, formats, organizes, and edits relevant data as needed or requested and prepares in a usable format.
  4. Completes a high volume of computer work in an environment with constant interruptions.
  5. Provides administrative support.
  6. Develop staffing systems for designated employee group including posting positions, preparing applications, scheduling interviews, employment verification, background checks, and verifications.  
  7. Develop and maintain all recruitment and retention efforts.
  8. Develop onboarding systems for new employees to include new employee training, checklist and welcome packets.
  9. Serves as a resource to employee groups for information on personnel policies, contract procedures, rules, compensation, and benefits.
  10. Assists management in applying appropriate collective bargaining agreements and policy.
  11. Assists management with investigations, complaints, grievances, and legal issues.
  12. Reviews employee leave reports and makes accurate and appropriate adjustments and reconciliations.
  13. Processes request for reimbursements and other contract benefits.
  14. Ensures appropriate exit procedures are followed and applied for terminating or retiring employees.
  15. Evaluates appropriate salary schedule placement based on collective bargaining agreements.
  16. Drafts and prepare required employment documents including, but not limited to: contract renewals/non-renewals, contracts, notice of continued employment.
  17. Assists in resolving staffing issues including, but not limited to, transfers, vacancies, leaves, and discipline.
  18. Schedules conferences and programs as required including drafting schedules, contacting invited parties, preparing confirmations and distributing materials.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Education and/or Experience: Associate's degree (A.A.) or equivalent from two-year college or technical school; or one to two years related experience with progressively responsible experience in executive support or equivalent combination of education, experience and/or training. Prior successful experience working in Human Resources position or in a school office/administration setting strongly preferred.
  • Interpersonal Skills: Works well with others from diverse backgrounds.  Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others’ ideas and contributing to building a positive team spirit. Demonstrated ability to multi-task and work with staff, students and parents. 
  • Language Skills: Ability to communicate fluently in English both verbally and in writing.    Ability to effectively present information and respond effectively to questions in one-on-one, small group situations which include, staff, administrators, directors, and community members.  Ability to read and interpret documents such as financial reports, legal documents, business periodicals, professional journals, procedure manuals, governmental regulations, safety rules, and service contracts. Ability to write routine reports, procedure manuals, and correspondence. Ability to respond to common inquiries and/or complaints from staff, community members, regulatory agencies, and business community.
  • Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percent and draw and interpret bar graphs. 
  • Reasoning Ability: Ability to apply and solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
  • Computer Skills: Knowledge of computer usage and ability to use District selected database software, accounting, internet software, e-mail, word processing software. Ability to type accurately and proficiently.
  • Other Skills and Abilities: Ability to appropriately communicate with staff, students, parents, vendors and community.  Ability to meet timelines and exercise good judgment while working in a dynamic environment.  
  • Certificates, Licenses, Registration:  Certificates as determined by the District. Ability to obtain a valid CPR/First Aid card, Oregon Driver License, and bloodborne pathogen training.



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 accommodations may be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job, the employee is regularly required to talk or hear.  The employee is frequently required to walk, stand, sit, use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal. The employee is frequently required to stoop, kneel, and crouch.  The employee must regularly lift and/or move up to 15 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, ability to adjust focus.


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.

Excellent salary and benefits package. 

Qualified candidates please

Apply Here!

Apply Now! email your resume to:   admin@talentscoutassociates.com

Job ID#: 092417 - HR/Executive Secretary

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HR/Executive Secretary 

Talent Scout Associates is an Executive Search Firm and an equal opportunity employer. Your confidentiality is key. We will not send your resume or personally identifiable information anywhere without your knowledge and consent.

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