Chief Executive Secretary, Office of Human Resources

JOB DESCRIPTION SUMMARY

Under the direct supervision of the Chief Human Resources Officer, the Chief Executive Secretary provides comprehensive day-to-day executive and administrative support to the Chief Human Resources Officer and serves as a central point of coordination for administrative and operational needs across the Office of Human Resources, including support to division directors.

The Chief Executive Secretary manages complex scheduling and meeting logistics, handles sensitive and confidential records and information, and coordinates key office functions related to facilities, timekeeping, contracts, budget and procurement, and communications. The role requires sound judgment, discretion, strong organization, and consistent follow-through in a fast-paced environment. The regular work schedule is 8:30 a.m. to 5:00 p.m, Monday through Friday, with a one-hour unpaid lunch period.

ESSENTIAL FUNCTIONS

• Provides day-to-day executive support to the Chief Human Resources Officer by managing the Chief’s calendar and daily schedule; coordinating meetings, attendees, locations, and room set-ups; preparing agendas and meeting materials; communicating relevant information to attendees and other stakeholders; and tracking and providing follow-up information and records as needed.
• Coordinates travel-related documentation and approval processes for Office of Human Resources employees, including travel forms, Board authorization requests, and reimbursement submissions.
• Oversees office access, space, and facilities coordination for the Office of Human Resources, including management of office keys and maintenance of floor plan information in coordination with the Chief of Staff/Superintendent’s Office. Serves as the primary HR liaison to the Central Administration Head Custodian and facilities team and ensures that office needs, updates, and service requests are coordinated and monitored through completion.
• Manages confidential personnel records and all personnel file-room operations, including, but not limited to, creating, maintaining, and filing personnel folders; tracking files checked in and out; ensuring files are accessible only to authorized personnel; and conducting new-file and annual audits to keep records accurate, current, and organized.
• Manages the Office of Human Resources Records Retention schedule. Serves as the HR point of contact for Right-to-Know Law requests and coordinates with appropriate HR personnel to gather responsive records for review by the Solicitor’s Office.
• Manages supplies and inventory for the Office of Human Resources, including monitoring current inventory, anticipating office needs, ordering supplies, and ensuring HR divisions have the materials necessary to support their work.
• Administers all non-payroll employment verification and related documentation processes for current and former employees, including, but not limited to, Act 168 forms, employment verification letters, and Public Service Loan Forgiveness documentation.
• Supports the onboarding of new employees across the Office of Human Resources in collaboration with the Director overseeing the employee’s team to ensure a thorough and welcoming introduction to the HR team. Provides training on HR systems and office procedures as needed.
• Serves as the designated timekeeper for the Office of Human Resources, including reviewing and reconciling vacation, sick, and personal leave and submitting required time records by established deadlines to ensure accurate and timely overtime payments to non-exempt HR employees.
• Develop the monthly HR Board report and coordinate the review with applicable team members. Monthly board report items include, but are not limited to, pre-personnel meeting items, personnel actions, addenda, travel requests, and other content requested by the Superintendent’s Office, such as obituary notices and employee recognitions.
• Maintains a comprehensive record of all Office of Human Resources contracts, prepares and submits required Board documents for new contracts and renewals, and submits invoices for payment against approved contracts.
• Administers HR budget and procurement activities, including processing budget transfers and reimbursements, reconciling payments, managing and reconciling procurement card transactions, and purchasing supplies and equipment.
• Enters the annual HR budget into Munis in accordance with Finance directives and collaborates regularly with the Office of Finance to coordinate requirements, deadlines, and follow-up activities.
• Supports the development and maintenance of an HR communications calendar and assists HR divisions with developing and distributing officewide and District-wide communications in alignment with CHRO expectations.
• Provides responsive, customer-focused service by addressing inquiries and concerns, directing matters to the appropriate resource, and ensuring timely follow-up.
• Exercises sound independent judgment and discretion when handling confidential information, records, and other sensitive matters.
• Works collaboratively as a member of the HR team and represents the Chief Human Resources Officer and the Office of Human Resources with professionalism in all communications and interactions.
• Performs other relevant duties as assigned by the Chief Human Resources Officer in support of the Office of Human Resources’ goals and objectives, the District’s mission, and the Superintendent’s Priority Goals.

EDUCATION REQUIRED

Associate’s degree in business, office management, human resources, or a related field;

Bachelor’s degree in business, management, or human resources is preferred.

For candidates who meet the minimum education requirement, substantial relevant executive-support experience may be considered in lieu of the stated education requirement.

YEARS OF EXPERIENCE

Three to five years of experience providing executive support in a complex, confidential, and fast-paced office environment.

An equivalent combination of relevant education and experience may be considered in lieu of the stated experience requirements. 

KNOWLEDGE, SKILLS, & ABILITIES

• Advanced proficiency with a range of computer software, including Adobe Acrobat and Microsoft 365 applications such as Outlook, Word, Excel, PowerPoint, and Teams, as well as familiarity with web publishing software.
• Experience with enterprise resource planning (ERP) systems; experience using Munis for HR and financial operations is preferred.
• Working knowledge of core human resources functions, processes, and operational practices.
• Working knowledge of fiscal and administrative procedures, including establishing and monitoring budgets, preparing Board documents, establishing and monitoring contracts, processing travel requests and mileage reimbursements, and maintaining appropriate internal controls across funds and budgets.
• Ability to coordinate complex, cross-functional projects and initiatives involving multiple stakeholders, including tracking deadlines, deliverables, approvals, communications, and follow-up.
• Strong project-management skills, including the ability to coordinate complex, cross-functional projects and initiatives involving multiple stakeholders; track deadlines, deliverables, and approvals; communicate with stakeholders; and ensure appropriate follow-up.
• Strong interpersonal and communication skills, with the ability to build effective relationships with culturally, educationally, and racially diverse internal and external stakeholders and navigate challenging situations directly, professionally, and diplomatically.
• Ability to think strategically, anticipate needs, plan proactively, and effectively support the Chief Human Resources Officer and HR Directors.
• Demonstrated initiative and adaptability, with the ability to work independently with minimal direction in a rapidly changing environment.
• Demonstrated ability to handle highly sensitive and confidential information with discretion and sound judgment.
• Willingness and ability to work non-traditional hours
• Enthusiastic about the fundamental goal of advancing student achievement in an urban public school district.
• Value, demonstrate, and promote diversity, equity, and inclusion.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

The working conditions and physical requirements described here are representative of, but not limited to, those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made. 

This position primarily operates in a central office work environment.

Regular use of computer and standard office equipment, including prolonged periods of sitting, typing, and viewing screens.

May occasionally lift and carry materials weighing up to 25 pounds (e.g., training materials, program resources).

CITY OF PITTSBURGH RESIDENCY REQUIREMENT / Board Policy 308

This position falls within the requirements of Board Policy 308.