Secretary; Senior Director - Elementary School Programs

Overview

POSITION TITLE (Oracle title)

SECRETARY (SENIOR DIRECTOR)

WORKING TITLE

Secretary to Senior Director

SCHOOL/DEPARTMENT

Elementary School Programs

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

PURPOSE:

Performs secretarial duties and provides administrative support to the senior director of elementary school programs. Provides support to school based administrative staff and interacts with Central Office staff, school staff, and the general public.

MINIMUM QUALIFICATIONS:

KSAs

• Considerable knowledge of bookkeeping and accounting procedures;
• Considerable knowledge of Microsoft Office, including Word and Excel; graphic presentation software; and Google Apps;
• Effective time management and organizational skills;
• Excellent customer service skills with the ability to calmly route concerns to appropriate staff;
• Critical thinking and problem-solving skills;
• 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 work independently without close supervision;
• Ability to establish and maintain effective working relationships with school system staff, students, parents, community groups, vendors, external agencies, and the public.

EDUCATION, TRAINING, AND EXPERIENCE

• High school diploma or equivalent;
• Five years of experience in a secretarial or related field;
• Experience in managing and maintaining 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 school or academic setting.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Performs secretarial duties while prioritizing and completing tasks in a timely manner.
• Provides administrative support to the Senior Director of elementary school programs.
• Serves as the initial contact person for visitors and answers incoming phone calls to the office; responds to inquiries and researches replies to questions posed by school staff, parents, and others seeking information about elementary school programs.
• 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 staff; processes contracts, service agreements, and payments for agreements generated by elementary school programs.
• Organizes and assists with logistics of various meetings for and within the department.
• Monitors and processes time records for department staff including leave requests and reports; processes travel reimbursement requests for staff in elementary school programs.
• Generates effective correspondence, presentations, reports, and other documents, as directed.
• Serves as registrar for eSchools for elementary school programs.
• 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 school system staff, students, parents, community groups, vendors, external agencies, and the public. Work is considered light physical work, requiring the exertion of up to ten pounds of force.

EFFECTIVE DATE:10/2023

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.