Secretary (Senior Director) - Elementary School Programs

POSITION TITLE (Oracle title)

SECRETARY (SENIOR DIRECTOR)

WORKING TITLE

Secretary to Senior Director

SCHOOL/DEPARTMENT

Academics-Region 1 ES Achievement & School Support

LOCATION

Crossroads I, Cary, NC

PAY GRADE

Noncertified Grade 23

FLSA STATUS

Nonexempt

ELIGIBILITY FOR EMPLOYMENT CONTRACT

No

WORK WEEK SCHEDULE

Monday-Friday (occasional evenings or weekends) Position is available for Hybrid Telework workweek

POSITION PURPOSE:

Performs secretarial duties and provides administrative support to the office of Region 1 ES Achievement & School Support.  Maintains all necessary budgetary processes to enhance professional learning across all departments. Interacts with Central Services staff, school staff, and the public.

MINIMUM QUALIFICATIONS: 

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Considerable knowledge of bookkeeping and accounting procedures;
• Considerable knowledge of Microsoft Office, specifically Word, Excel, and PowerPoint; Google Apps;
• Effective time management skills; problem solving skills;
• Excellent customer service skills with the ability to calmly route concerns to appropriate staff;
• Ability to work independently without close supervision;
• Ability to communicate clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback;
• Ability to understand, interpret, and apply specific rules and regulations governing the processing of fiscal documents, maintenance of financial records, and the preparation of fiscal reports;
• Ability to complete complex tasks and minimize errors with attention to detail;
• Ability to establish and maintain effective working relationships with school system staff, parents, community organizations, vendors, and external agencies.

EDUCATION, TRAINING, AND EXPERIENCE

• High school diploma or equivalent;
• Experience in a secretarial or related field;
• Experience in managing and maintaining budget and payroll functions.

CERTIFICATION AND LICENSE REQUIREMENTS

None

PREFERRED QUALIFICATIONS:

• Associate’s degree or equivalent technical training;
• Experience using Oracle business applications;
• Secretarial experience in a Central Services, school, or academic setting.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Provides administrative support to the Senior Director of Region 1 ES Achievement & School Support.
2. Maintains departmental general ledger; creates budget transfers and amendments, as needed; creates and processes purchase order and direct pay requests; orders, receives and distributes supplies for department; processes contracts, service agreements, and payments for agreements generated by the office of Region 1 ES Achievement & School Support.
3. Communicates with school system staff and vendors concerning accounts payable items, as required, to effectively clear outstanding financial obligations.
4. Organizes and assists with logistics of various meetings for and within the department.
5. Monitors and processes time records for departmental staff including leave requests and reports; processes travel reimbursement requests for departmental staff.
6. Generates effective correspondence, presentations, reports, and other documents, as directed.
7. Performs other related duties, as assigned.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

This position operates in a professional office and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, scanners, and copiers. The position, at times, must be able to come into direct contact with school system staff, parents, staff members of external agencies, and the community. Work is considered light physical work, requiring the exertion of up to ten pounds of force.

EFFECTIVE DATE:  2/2024

DISCLAIMER:  The above statements are intended to describe the general purpose and responsibilities assigned to this position.  They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills required by the employees assigned to this position.  This description may be revised by HR and approved at any time.