The Secretary to the Executive Director of Human Resources/Payroll is responsible for the daily operations of the office, performs routine secretarial duties and works with confidential information.

High school diploma or equivalent
Two years of clerical experience with a high degree of public contact
Knowledge of general office equipment to include copier, fax machine, and multi-line telephone
Proficiency with related computer applications including Microsoft Office
Excellent communication and interpersonal skills
Strong organizational skills
Confidentiality

Some college course work
Document imaging experience
Knowledge of Adobe Pro or other form making software

Provide primary reception services to Human Resources/Payroll department and support for the Executive Director of Human Resources/Payroll
Assist the Executive Director with activities and correspondence as requested
Process employment verifications within 48 hours of receipt
Send out annual performance evaluations and maintain list of returned/missing evaluations
Process purchase orders and payments for the department
Maintain inventory and order office supplies
Order equipment and furniture as necessary
Responsible for annual inventory of department office equipment, furniture, etc.
Schedule new full-time employees for orientation and prepare necessary paperwork
Answer telephones for HR/Payroll and as needed for Administrative Services
Process new part-time employee paperwork and employee ID cards
General secretarial duties such as filing, copying, running errands, typing, imaging and data entry, etc.
Assist with processing background checks
General office duties including filing, typing, copying and running errands
Mail distribution
Image personnel records as requested
Distribute paychecks on payday
Schedule exit interviews for full-time employees and forward exit material
Schedule appointments, set up travel arrangements and accommodations for office staff
Provide assistance with keys and room reservations in the absence of the administrative services secretary
Responsible for file room organization to include the organization of supplies, filing, making new employee files, scanning personnel/payroll files, etc.
Maintain DOT files for applicable personnel
Assist with Kid’s College instructor and runner orientation
Assist current and former employees with inquiries regarding retirement withdrawal process
Cross trained and able to provide coverage for others in the HR department (Specialist-HR/Payroll)
Maintain pending paperwork folder; at minimum on a weekly basis and directly preceding the update deadline
Other duties as assigned

Frequently moves equipment or paperwork weighing up to 20 pounds
Must be able to remain in a stationary position 50% of the time
Use of manual dexterity
Repetitive use of a keyboard at a workstation
The person in this position frequently communicates with others; must be able to exchange accurate information
The person in this position needs to occasionally move from office to other locations on and off campus
Office setting
Duties indoors and some outdoors
Ability to work extended hours as needed, especially during the months of August and September
Travel for training, meetings, and events both in and out of town

All Midland College positions are security-sensitive and subject to Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information. An employment offer is contingent on completion of a satisfactory criminal background investigation.

All documents must be electronically submitted through the Midland College Online Employment Services website to be considered. Incomplete or improperly submitted applications may be excluded from consideration. Documents that must be submitted online: Completed online application and resume.

If a specified closing date is not listed on the posting, there is a required minimum posting period of five business days.

In its efforts to promote nondiscrimination and as required by law, Midland College does not discriminate against any employee or applicant for employment because of race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, military status, genetic information, or on any other basis prohibited by law. Additionally, the College does not discriminate against an employee or applicant who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminatory employment practice. Employment decisions will be made on the basis of each applicant’s job qualifications, experience, and abilities.