Job description

The Grand Isle Supervisory Union is seeking an Executive Assistant to the Superintendent & Human Capital Coordinator for the 2022-2023 school year and beyond. The GISUs mission is to ensure that all members of the GISU learning community are curious, creative, courageous, and capable of pursuing their aspirations in a diverse and ever changing world. This is a unique position that wears many hats and works closely with the Superintendent to ensure compliance to employment laws as well as maintaining organizational systems. This is a key role in making operations run smoothly in the central office.

Candidates must have great communication, organizational skills, and the ability to problem solve.The Grand Isle Learning Community is located in the beautiful Lake Champlain Islands, the Grand Isle Supervisory Union is comprised of five communities supporting over 950 students. Included are Alburgh Community Education Center, Champlain Island Unified Union School District (comprised of the North Hero and Grand Isle campuses), and Folsom Education & Community Center in South Hero. The GISU Schools specialize in educating grades K-6/K-8, while students in grades 9-12 have the choice of attending High Schools in neighboring counties. We are an easy commute from Burlington, St.

Albans, and Plattsburgh; and are located about 1.5 hours from Montreal or under 4 hours from Boston. Our region is known for breathtaking views and access to Lake Champlain, boating, skiing, hiking, mountain biking, fishing, canoeing and other outdoor opportunities. The Burlington, Saint Albans, and Plattsburgh regions offer amenities such as fine dining, shopping, theatre, a vibrant music and art scene with seasonally relevant festivals, as well as access to higher education opportunities available through UVM and Champlain College. Our communities attract wholesome families, faculty and staff.

Our schools maintain impassioned faculty, personalized beliefs about success, and a caring, safe school culture.The objective of this role is to assist with implementing, overseeing, supporting and evaluating the Human Resource functions of the GISU. To effectively serve and assist the GISU by performing key benefit management functions, and by performing a variety of key technical and specialized administrative, secretarial, and clerical duties. To maintain a professional, friendly, positive and respectful work atmosphere with an emphasis on teamwork and providing effective and timely direct service to the central office clients and customers.Essential Functions: General Administrative Functions Human Capital CoordinatorAssists the Business Manager & Superintendent with planning & implementing various special projects as requested.Compiles, presents, explains, and analyzes data related to assigned function, including recommendation of action.Assists with the implementation, design and maintenance of the HC database.Researches, compiles reports and makes recommendations on salary and benefits comparisons, new benefit programs, and policies.Prepares and completes various reports, surveys & census information as requested.Keeps abreast of relevant GISU policies and procedures, and regulations & legislation, and assists with assuring compliance.Assists with the design, compilation, and maintenance of a Human Capital training manual.Assists with development, defining, modifying and implementing personnel policies, procedures, and operational practices balancing organizational interests and employee needs.Assists Administrative Assistants with interpretation of master agreements and district policies/procedures as they apply to personnel. Provides consultation, advice, and processes leaves, FMLA, and other personnel issues.Assists employees to resolve complaints and other matters related to personnel management.Assists and advises on payroll functions as needed.Provides regular updates related to benefits management to allow for effective backup coverage.Ensures that computerized and paper files are organized, easily accessible and understandable to enable others to effectively perform backup coverage when necessary; creates checklists and other useful tools for those performing backup coverage to ensure effective coverage.Participates in interviewing committees as requested.Maintains professionalism and confidentiality.

Personnel ManagementAssists with initiating and communicating changes in personnel practices that help create efficiencies and ensure compliance with GISU policies, procedures and operating practices; helps develop and maintain necessary tools for effective and efficient personnel management. Plays a key role in institutionalizing "best practices" as related to personnel. Assists the Business Manager in researching and provides advice on benefit programs.Job DescriptionsDevelops, modifies, & updates job descriptions for assigned positions in accordance with established templates & guidelines, with both supervisor & employee involvement. Designs job descriptions to effectively communicate job expectations and qualifications.

Ensures job descriptions are accurate and up-to-date. Criminal Record ChecksCoordinates, maintains and oversees the Criminal Records Check process in compliance with state law; processes, logs and files requests for criminal records background checks and requests for secondary dissemination ensuring proper completion of forms and timely processing; maintains confidential file of record check results and pending checks; collects result from VCIC and from secondary dissemination requests; log and file results. Employee SeparationsProcesses employee separations; requests and collects letters of resignation/retirement; issues notification to employee; issues exit interviews; files with inactive employees; updates I-9 file; etc.Employee OrientationsObtains new hire approval from the Superintendent. Contacts new employee to inform him/her of the criminal records check procedure; schedules a time for him/her to come in to complete the required employment paperwork; informs the individual of the items s/he must bring to the orientation session.Updates the applicant database related to the status of the position and individual hired.Prepares a personnel file for the new hire consistent with established protocols.Meets with employee to complete required employment paperwork (I-9, W-4, CRC, etc.); reviews benefits in which the employee is eligible in collaboration with the Payroll & Benefits Coordinator; completes required enrollment forms; distributes and briefly reviews employment contract/master agreement; issues employment contract and obtains signature; issues copy of job description; and other details consistent with the established protocols; files completed I-9.

Workers CompensationReceives and reports workers' compensation claims ensuring compliance with state law; follows up with supervisor as needed for additional details; maintains a separate file for claims.Assists in the investigations of claims for effective claims management as necessary.Assists with the development, implementation and enforcement of the state laws and GISU policy, procedures and operating practices related to workers' compensation.Follows up with employees on lost time claims to ensure accurate attendance reporting and to expedite a return to work.Assists employees, providers, and carrier with questions related to a claim.Reviews trends with Superintendent & leadership team to create safety plansExecutive Office Functions - Performs a variety of general and specialized secretarial and clerical functions, and key administrative support functions for the Superintendent: Answers incoming phone lines for the Superintendent, greets visitors; assists callers and visitors as appropriate; redirects callers or visitors or takes detailed message if unable to assist; schedules appointments; returns phone calls as requested; etc.Designs, implements and maintains currency and completeness of departmental filing, databases, record keeping and reporting systems, including computer applications.Assists with the development, update, maintenance and distribution of various written documents related to Superintendent functions, such as agendas, memos, general forms, reports, policy statements, procedure manuals and other informational materials as needed or requested. Participates in planning activities and special projects related to Superintendent functions, with a focus on: researching and/or compiling background information/data; drafting outlines, policies, procedures, schedules, forms, and other related material; creating and running specialized reports; coordinating the implementation of new program plans or operating policies/procedures/schedules; and the like. Organizes and coordinates various Central Office activities/events: Schedules appointments, organizes and coordinates facilities and other meeting arrangements, makes and coordinates travel arrangements, organizes and coordinates staffing, advertising/promotion, picks up supplies/materials/food, and the like. Confers regularly with immediate supervisor and Central office personnel to plan, coordinate and evaluate programs/projects/activities/policies, exchange information, resolve problems, and the like.

Coordinates and assists with various special projects as requested. Photocopies, collates, labels and distributes a variety of written materials as requested. Types, proofs and edits correspondences, reports and other materials upon request; regularly drafts routine correspondence for signature.Board Related Duties - Provides administrative support functions to all school boards, committees, and various community groups: Warns, prepares and arranges for meetings. Prepares, copies, collates, and distributes agendas, warnings, and informational materials to board members, the community, media, and administrators.

Maintains board and committee files to include minutes and reports. Makes or schedules travel or conference arrangements. Types correspondences and reports and performs other general and basic clerical duties. Research projects as needed per board request.Communications/Public Relations Coordinator - Develops, updates and maintains school board web pages including agendas, minutes (current and archival), School Action Plans, calendars, etc.

Assists with the development and execution of various communication plans related to special projects.General Office Duties - Assists other administrators with special projects as requested. Serves as a general to go person in the central office for issues. Keeps abreast of current GISU policies and procedures, and other relevant regulations & legislation, and helps communicate and enforce compliance with such. Schedules and assists with the development and training of school clerical assistants on new procedures.

Maintains professionalism and confidentiality. Competency: Proficient in the use of office technology including word & google suite processing, spreadsheets and databases, has strong verbal and written communication skills, and is deadline-oriented with attention to detail. Experience with finance, grants management, and special education preferred.Supervisory Responsibilities: noneWork Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties are performed in an office environment. The noise level in the work environment is usually moderate.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 accommodation may be made to enable individuals with disabilities to perform essential functions.Must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to dial a telephone, to enter data into a computer; to see and read a computer screen and printed material with or without visual aids; hear and understand speech at normal conversational levels, outdoors, and on the telephone; speak in audible tones so that others may understand clearly in normal classrooms, outdoors, and on the telephone; physical agility to lift up to 25 pounds to shoulder height and 50 pounds to waist height; and to bend, stoop, sit on the floor, climb stairs, walk and reach overhead.Position type and expected hours of work: Part-time to be completed Monday through Friday 8-4, some overtime may be required. Typically work to be completed within the Central Office, but travel to other locations may be required.Required Education and Experience: Bachelor's degree in Human Resources, Business Administration, Management, or other related field, plus 4 to 5 years of directly related experience (including recruitment & benefits administration experience), or a combination of education and experience from which comparable knowledge and skills are acquired.

Demonstrated success in a supervisory/leadership capacity preferred.Additional Eligibility Qualifications: Language Skills: ability to read and interpret documents such as policies, operating practices, procedure manuals, and governmental regulations. Ability to write reports, advertisements, business correspondence, newsletters, and procedure manuals. Ability to effectively present information and respond to questions from applicants, parents, students, community members, board members, administrators and employees of organization.Mathematical skills: ability to calculate percentages, proportions, averages, and other concepts of basic algebra.Computer Skills and Experience: excellent computer skills including proficiency with Microsoft Word, Excel and Access.Reasoning Ability/Mental Abilities: demonstrated ability to use discretion and independent judgment. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Ability to interpret and apply a variety of instructions/policies/procedures/practices furnished in written, oral, diagram, or schedule form.Communication & Interpersonal Skills: excellent oral and written communication skills. Proven ability to work cooperatively and effectively as part of a team. Ability to communicate courteously, efficiently and effectively with a variety of individuals, including faculty, staff, administrators, co-workers, applicants, community members, and representatives of outside organizations.Other Interpersonal Skills: high accuracy & attention to detail. Strong organizational skills.

Proven ability to work effectively without specific direction, and with minimal supervision. Affirmative Action Plan/ Equal Employer Opportunity Statement: Grand Isle Supervisory Union is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.This general outline illustrates the type of work, which characterizes the Job Classification. It is not an all-encompassing statement of the specific duties, responsibilities and qualifications of individual positions assigned to the classification.

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

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