Administrative Specialist – Human Resources and Operations

The Administrative Specialist – Human Resources and Operations is a classified, non-exempt position with Element Education.  This position assists the Chief Operations Officer and the Director of Human Resources. The Administrative Specialist s primarily responsible for assisting with a wide-range of clerical and administrative HR tasks and facility maintenance. 

Essential Functions

Human Resources Support  

Operations Support

• Answer telephone and provide callers with general information and direct to appropriate personnel 
• Receive, sort, and distribute mail 
• Coordinate and prepare for meetings and special events, including preparing conference rooms for meetings 
• Make appointments 
• Maintain a neat and orderly work environment 
• Assist with preparing cash deposits 
• Support staff as needed 
• Maintain filing systems and office organization 
• Maintain inventory of supplies, order supplies, and restock supplies 
• Coordinate maintenance, repairs, and upkeep of copy machine  
• Input work orders through MaintainX 
• Clean and maintain administrative facility

Accountability and General Administration

• Assist with preparing data reports
• Respond to staff requests
• Support and work effectively with school personnel to develop and maintain efficient and quality record keeping practices
• Ensure adherence to established human resources procedures 
• Maintain filing including, but not limited to, employee personnel files and employment applicants 
• Respond to employee and employment applicant inquiries in an appropriate, timely, and service-oriented manner 
• Provide clerical support and perform a variety of clerical tasks including, but not limited to, typing, proofreading, filing, data entry, sending emails, and answering phone calls 
• Attend and participate in all required meetings, trainings, and school functions; Promote and participate in the creative exchange of ideas
• Observe confidentiality
• Return all correspondence, including phone calls and emails, in a timely manner; Be accessible during business hours and respond to administrative needs and inquiries
• Comply with the Safety Plan
• Maintain thorough and up-to-date Standard Operating Procedures for the position 

Public Relations

• Develop positive relationships with parents and the general public associated with the organization
• Communicate and support the Organization’s mission, policies, and procedures
• Represent Element Education and its programs in a positive and professional manner
• Assist with maintaining a positive and effective work environment including treating all staff with respect, providing opportunities for participation in decision making, and being responsive to the human needs of staff members

Professional and Organizational Development

• In collaboration with the COO and Director of Human Resources, plan for own career growth and ongoing professional development
• Seek innovative approaches to self-directed learning and formal training

•  Other duties as assigned

Knowledge, Skills, & Abilities

1. Previous experience with facility upkeep, cleaning, and maintenance

2. Training or experience in business office organization, including excel and word 

3. Experience with Paycom or other HR systems preferred 

4. Professional phone and email etiquette 

5. Ability to maintain accurate record keeping methods and practices
6. Possess basic knowledge of data processing and computer output readings
7. Familiarity and commitment to the mission and educational philosophy of Element Education
8. Ability to maintain records as directed by supervisor
9. Ability to maintain confidentiality regarding parents, families, and staff
10. Ability to remotely and/or virtually perform duties and attend meetings, as needed
11. Ability to exercise emotional maturity in communicating with students, parents, and colleagues
12. Demonstrate considerable knowledge of technology, Microsoft Office 365 and its’ applications, and DocuSign
13. Demonstrated ability to work under pressure, prioritize, multi-task, and meet deadlines
14. Ability to communicate clearly and concisely, both orally and in writing; Use appropriate language, tone, and English usage
15. Demonstrate good judgement
16. Ability to establish and maintain effective relationships; be approachable and professional
17. Ability to work independently with minimal supervision; be self-motivated and well-organized
18. Ability to think strategically and independently
19. Demonstrate willingness to help others and foster a cooperative and positive work environment
20. Ability to accept responsibility and constructive criticism
21. Ability to maintain a positive and effective work environment; Treat all staff with respect, provide opportunities for participation in decision making, and be responsive to the human needs of staff members

Requirements

1. High School Diploma or Equivalent

Upon Hire/Offer

1.    First Aid/CPR/AED certification

2.    Proof that employee is free of active tuberculosis (i.e. TB risk assessment, TB test, chest X-ray, etc.)

3.    Successful background clearance

FT Salary: As per Administrative 12-month classified salary scale

Benefits: Comprehensive benefits package (FT Only); 403(b)/(457(b) retirement programs; Accrued PTO

Work Schedule: 12 months 

FLSA Classification: Non-Exempt

*May require travel throughout San Diego County.

Physical Demands

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 stand, walk, and sit for an extended period of time.  Sitting is done at a desk with forward bending from the waist, leaning on the forearms, and looking down which requires neck flexion.  The employee is regularly required to read, speak, see, and hear well enough to communicate by telephone, electronically, and in person.  Employee must also regularly be able to write, file, type and operate a computer, telephone, and general office equipment.  It is necessary to grasp and manipulate pens, markers, scissors, staplers, etc., either occasionally or frequently, depending on the day.  May occasionally have to climb up stairs, stoop, kneel, and/or lift and carry up to 25 lbs. Mental acuity to perform the essential functions of this position in a safe, accurate, and timely fashion and to make and evaluate the results of judgments and decisions. High tolerance for continuing stressful situations. The employee is required to deal with irate members of the public and stressful situations.

The employee must have reliable transportation and be able to attend meetings at various Element Education regions. 

Work Environment

The work environment characteristics 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.

Normal office working conditions within a collaborative environment.  This environment may be expected to include: noise level that is quiet to moderate, frequent interruptions, and occasional movement from inside to outside with exposure to elements, stairs, children, and duty hours before sunrise or after sunset. The employee may experience heat or cold extremes as well as fumes, odors, and dust.

Element Education is an Equal Employment Opportunity employer.