Overview
Part-Time Receptionist Jobs in West Allis, WI at Honey Creek Heights Senior Living
Position is a 236 day calendar and in the Pay Grade 6 category
Attached: 2024-2025 Salary Information and Job Description
Aledo ISD is seeking an Administrative Assistant to the Deputy Superintendent & Human Resource Specialist-Substitutes
Primary Purpose:
This dual-role position provides critical support to both the Office of the Deputy Superintendent and the Human Resources department. In the Human Resources capacity, the role focuses on recruiting, hiring, and onboarding substitutes across the district, working closely with campus staff daily to ensure substitute needs are filled efficiently and effectively.
As the Administrative Assistant to the Deputy Superintendent, this position coordinates, oversees, and executes complex and highly visible office management tasks. It also performs a variety of skilled, responsible, and confidential administrative duties with a high degree of professionalism and discretion. The individual in this role is expected to work independently, demonstrate initiative, and apply specialized knowledge of district operations to navigate a variety of unique and dynamic situations.
Qualifications:
Education/Certification:
High school diploma or equivalent required; associate or bachelor’s degree preferred.
Special Knowledge/Skills:
Requires considerable knowledge of office procedures, practices, and equipment, including filing systems, receptions and telephone techniques, and letter writing and report writing.
Strong interpersonal and communication skills, with the ability to collaborate effectively across departments and with campus leaders
Prior knowledge working with the recruit, hire, and coordination of employees.
Working knowledge of employee management systems (e.g., Ascender, Frontline) is an asset.
Notary public certification (or willingness to obtain).
Strong organizational and time management skills.
Ability to maintain confidentiality and handle sensitive personnel information with integrity
Exceptional organizational skills and ability to manage multiple tasks and priorities under tight deadlines
Excellent written and verbal communication skills.
Proficient skills in keyboarding, word processing, and file maintenance
Excellent organization, communication and interpersonal skills
Ability to perform basic math calculations
Computer skills including use of spreadsheets, databases and word processing
Experience:
Preferred experience in supporting executive-level administrators with a high degree of professionalism, discretion, and confidentiality. Strong secretarial and administrative skills are essential, including experience with managing calendars, coordinating meetings, and preparing professional documents. A background in human resources processes is preferred, particularly in the areas of recruiting, hiring, and onboarding personnel. Familiarity with substitute management systems and the ability to coordinate daily staffing needs across campuses is highly valued. School district experience is preferred.
Major Responsibilities and Duties:
Administrative Responsibilities
Greet visitors and respond to routine inquiries from staff and the public; refer appropriate inquiries or problems to the appropriate person.
Maintains the Deputy Superintendent’s calendar. Ensures the Deputy Superintendent has all necessary materials and/or information for meetings and events.
Schedules regular meetings for the Deputy Superintendent with various employee and community groups. Coordinates closure on all issues and/or concerns arising from these meetings.
Drafts correspondence for the Deputy Superintendent on a variety of matters. Compiles and types letters, reports, and statistical data.
Supervises and coordinates all administrative support for the Deputy Superintendent, including but not limited to communications, agendas, meetings, official proceedings, secretarial support, and outreach.
Attends and records proceedings from confidential and sensitive official and unofficial meetings as directed by the Deputy Superintendent. Reviews minutes prepared by others from proceedings to ensure accuracy, quality and proper grammar and tone.
Ensures the Deputy Superintendent is fully prepared for all official and unofficial proceedings with up-to-date information and background data, complete agendas and documentation, accurate schedules, including a Deputy Superintendent’s priority brief for all meetings.
Performs special projects and prepares or assigns the preparation of various forms and reports to clerical staff on behalf of the Deputy Superintendent and as designated by the Superintendent’s Office.
Arrange registration and travel arrangements for the Deputy Superintendent and Director of Communications for meetings, conferences, and conventions.
Performs secretarial work including filing, typing, copying, answering telephones, faxing, scanning, providing information, and receiving, sorting, reading, and routing mail.
Assist in monitoring, developing, and maintaining department budget as assigned; maintain related records and prepare budgetary reports; prepare and process purchase orders, invoices, requisitions, and other financial documents as director; prepare invoices and billings for payment.
Work collaboratively and maintain effective working relationships with others in the course of work in assigned areas.
Supporting role in district wide special events and flexibility with schedule(s) based on needs of events.
Performs other related duties as required and assigned by the Deputy Superintendent to accomplish the goals of the positions.
Recruitment, Hiring, and Onboarding of Substitutes
Coordinate recruitment efforts, including job postings, screening applications, and scheduling interviews.
Facilitate the hiring and initiating onboarding processes for new substitutes.
Input and maintain personnel information in employee databases and digital uploads for substitute staff.
Prepare, record, and distribute correspondence, forms, and reasonable assurance letters.
Process and receive criminal history record information and schedule fingerprinting as needed.
Maintain all substitute fingerprinting subscriptions including deleting subscriptions as substitutes resign.
Assist with professional documentation days and HR touchpoints.
Substitute Coordination
Support campuses in day-to-day substitute scheduling.
Monitor and track substitute fill rates and provide regular reports.
Process and receive criminal history record information and schedule fingerprinting as needed.
Proactively recruit substitutes for long term assignments.
Verify certifications for long term assignments
Enter absences for staff on extended leave and assign appropriately certified substitutes
Maintain and monitor vacant positions in the database
Help identify strategies to improve substitute coverage across campuses.
Maintain data entry of active and inactive substitute list.
Maintain substitute handbook.
Data and Records Management
Maintain accurate employee records for substitutes including name changes, and fingerprint verification subscriptions (DPS FP) and communicate with Payroll and IT as needed.
Ensure updates are reflected in the employee management system (Ascender), FLC, Vector, and internal rosters.
Other
Serve as a notary for the administration reception as needed.
Greet visitors and assist employees and applicants with completing applications and required paperwork.
Assist with monthly HR initiatives, including employee recognition, Circle of Greatness and Best of Bearcat prize programs.
Assist with Professional Learning events.
Maintain confidentiality of information.
Supervisory Responsibilities:
None.
Equipment Used:
Personal computer, printer, telephone, copier, fax machine, shredder and calculator.
Working Conditions :
Mental Demands/ Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals. Prolonged use of a computer
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional light lifting and carrying (up to 25 pounds)
Environment: Fast-paced office environment. Frequent contact with staff, administrators, and external stakeholders. Ability to manage multiple tasks with frequent interruptions.
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
In order to be considered for a position, you must upload a cover letter, resume, and any other supporting documentation in “application materials”.
Please contact Human Resources with any questions.Show more
Title: Part-Time Receptionist
Company: Honey Creek Heights Senior Living
Location: West Allis, WI
