OFFICE ASSISTANT
DEPARTMENT: Human Resources
PURPOSE OF POSITION
The Office Assistant is responsibility for performing a variety of support duties. Assists
in maintaining the human resource database and all employee records and files.
Completes assigned reporting functions involving attendance statistics, termination, hire
and transfer data, and other information assigned. Performs general office support
functions and assists area personnel as necessary.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Basic 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. Maintains the human resource database. Ensure that system records are accurately
recoded and crosschecked.
2. Maintains the employee portal. Ensures that appropriate access has been granted to all
employees.
3. Assist with employee demographic file uploads between various HRIS systems.
4. Tracks and resolves problems and checks system operations as scheduled.
5. Ensures that human resource files and records are maintained in accordance with legal
requirements and District policies and procedures.
6. Assist with Public Retirement System (PERS) and Oregon Public Services Retirement
System (OPSRP) paperwork, balances contributions and sends necessary reports.
7. Compiles relevant hours worked information as required by the Affordable Care Act.
8. Assist with the annual employee benefit enrollment.
9. Provides payroll information by collecting time and attendance records.
10. Maintains employee confidence and protects operations by keeping human resource
information confidential.
11. Assists with recording employee information, such as exemptions, leaves of absence,
transfers, garnishments and resignations, to maintain and update payroll records.
12. Assists with the monthly reconciliation of employee benefits.
13. Responds in a timely fashion to employment verification requests.
14. Answers telephone or e-mail inquiries and directs to appropriate staff member.
15. Assists with processing incoming and outgoing mail.
16. Assists with recruiting and hiring process including advertising, applicant tracking and
employee onboarding.
17. Assists with processing of certified and classified substitutes and ensures adequate
staffing.
18. Assist with troubleshooting and equipment issues for the District Office.
19. Provides secretarial support by entering, formatting, and printing information; organizing
work; answering the telephone; relaying messages; maintaining equipment and supplies.
20. Maintains technical knowledge by attending educational workshops; reviewing
publications
21. Complies with applicable District, state, local and federal laws, rules and regulations.
SECONDARY RESPONSIBILITIES:
1. Nothing in this job description restricts management’s right to assign or reassign duties
and responsibilities to this job at any time.
QUALIFICATIONS:
Education: Associates’ degree or working towards an Associates’ degree in Human
Resources, Accounting, Finance, Business, Information Technology or equivalent
experience specializing in Human Resources or Accounting.
Experience: One to two years of experience in an office setting preferred.
Licensure/Certification: N/A
Job Knowledge: Continuously use discretion. Frequently make decisions; use
interpersonal skills; work on a team; and provide customer service. Occasionally use
independent judgment and/or independent action; analyze problems. Occasionally use
creativity.
Interpersonal Skills: Works well with others. 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.
Mathematical Skills: Continuously perform basic math (add, subtract, multiply and
divide).
Language Skills: Ability to communicate fluently verbally and in writing in English.
Ability to effectively present information and respond to questions in one-on-one, small
group situations. Ability to verbally respond to common inquiries from various people.
Reasoning Ability: Ability to solve practical problems and deal with a variety of
situations. Ability to interpret a variety of instructions furnished in written and oral
format.
Computer Skills: Intermediate knowledge of MS Office and Infinite Visions. Frequently
perform basic programming (database setup, setting system defaults, and some software
modification); frequently manipulate data files for upload into various HRIS systems.
Intermediate to Advance knowledge of Microsoft Excel required. Frequently assist with
troubleshooting employee portal website.
Job Scope: Job involves a moderate degree of complexity. Some activities are
governed by established policy or procedures, but some work requires determining best
course of action. Decisions are made within district policy constraints. Operate
independently with minimal supervision. Errors impact employee pay.
Physical Requirements: Continuously sit; hear; reach; keyboard; repetitive motion of
hands/wrists; reach and feel. Frequently handle and grasp. Occasionally talk. Rarely
stand; walk; repetitive motion of feet; stoop; crawl; bend; and kneel. Rarely exert up to
10 pounds force to push or pull. Occasionally lift and/or carry up to 10 pounds; rarely up
to 25 pounds.
Working Conditions: Extensive close work. Extensive computer work. Ability to meet
work load demands under strict timelines.
_________________
Effective Date
Approved by:
________________________________
Manager/Superintendent
______________________________
Human Resources
_______________________
Employee Signature
_____________
Date