Bucks County Intermediate Unit · 1 day ago
Long Term Substitute Executive Assistant to the Director of Human Resources/HR Specialist
Bucks IU Administrative Office705 Shady Retreat Rd
Full-time
Onsite
Mid Level
3+ years expBucks County Intermediate Unit is seeking a Long Term Substitute Executive Assistant to support the HR Director and the HR Department. The role involves managing confidential information, scheduling, communication, and various administrative duties to ensure the smooth operation of the HR functions.
Charter SchoolsEducationTraining
Responsibilities
Maintain a thorough knowledge of the organization and function as an extension of the Director of HR
Manage all inquiries and requests for the HR Director, assessing their urgency, confidential nature, and importance; and respond to requests not requiring the attention of the HR Director
Compile and maintain the security of confidential information; exercise judgement and understanding in recognizing potentially sensitive or confidential subjects such as employee data including, performance evaluations, disciplinary actions and other employee related items (if applicable)
Assist with the management of the HR Director’s calendar, plan, and schedule meetings; make travel arrangements, including conference registration and hotel reservations, when necessary
Assist with the planning and preparation of all meetings and events facilitated/chaired by the Director of HR, including the reservation and preparation of rooms, ensuring nameplates are available, preparing agendas and meeting documents, and ordering and overseeing catering arrangements
Coordinate, organize, compile, and communicate information relevant to internal and external meetings, including but not limited to, email, voicemail and written correspondence with the HR Director’s network of colleagues, Bucks IU employees, educational institutions, community agencies, Pennsylvania Department of Education, Board of Directors, state and federal agencies, school districts, various stakeholders, superintendents (if applicable), school district administrators, administrative staff and all other staff or outside participants
Prepare correspondence, compose letters, reports, such as board mini-reports, ad-hoc special reports, departmental program intelligence reports, superintendent research briefs, etc
Provide support in proofing documents, sharing drafts of documents for revisions, duplicate and distribute materials, as necessary
Draft agendas for the Director of HR based on ongoing communications from the following meetings: weekly staff meetings, Advisory Council meetings and any other departmental meeting that requires communication
Maintain department’s SharePoint site, updates all documents, and shared information
Assist in the SOP creation/management for the Division, including ensuring that SOPs are up-to-date and distributed appropriately
Oversee maintenance of division SOP’s including updates, storage, and distribution of all written documents
Compile and maintain the security of confidential information such as employee investigations, salaries, contracts, employee issues, sensitive information to the Board, departmental and organization information; exercise judgment and understanding in recognizing potentially sensitive or confidential subjects
Manage and track all employee related correspondence, including, but not limited to correspondence letter review and disciplinary correspondence distribution, coordination of all communications (via phone, email, mail and/or face to face meetings) and managing the performance improvement plan timeline for any employee placed on such a plan
Maintain HR Director’s SharePoint site, Listserv, and meeting schedules and communications
Maintain Listserv group and SharePoint portal group for HR Advisory Council members
Manage budget, invoices, and payments for HR HRMS system, contracts, and vendors
Manage and maintain the unemployment compensation process
Review, edit, and generate all personnel action forms and/or New Hire Forms (PAF’s and NHF’s) for any/all staffing changes
Handle personnel agenda for board meetings and complete board letters
Maintain organizational charts for HR department
Manage all internal HR Department purchases and reconciles for yearly budget planning
Partner with Bucks IU Business office for departmental Purchase Requisitions
Reconcile and manage HR Director’s PNC P-Card account
Input new contract/agreement information into Contract Logix for HR Department and legal review
Submit Board Doc information and request for any HR Department Board motions
Assist in verification and submitting monthly Personnel Agenda for Board Agenda
Qualification
Required
Bachelor's degree in human resources or related field beneficial
Minimum of three years in HR required
Human Resources Certification (PHR, SPHR, SHRM-CP or SHRM-SP) beneficial
Minimum two years' experience with employee relations beneficial
Demonstrates experience with employee relations cases and employment law (ADA, FMLA and other federal and state regulations)
Excellent writing and editing skills required
Excellent management, organizational, planning, and interpersonal communication skills
Skilled in Microsoft Office products including Excel, Word, PowerPoint, and Outlook
Ability to create, manage and edit spreadsheets and varied reports
Ability to maintain financial and budgetary records for multiple accounts
Time management skills a must
Citizenship or work authorization to work in the United States required
Preferred
Experience with HR reporting beneficial
Company
Bucks County Intermediate Unit
Bucks County Intermediate Unit is an educational service agency that offer instructional and operational services to schools.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Alison Bilohlavek
Business Administrator/CFO
Recent News
The Philadelphia Inquirer
2025-05-09
https://www.inquirer.com
2025-03-19
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