POSITION TITLE (Oracle title)

SECRETARY (CHIEF OF SCHOOLS)

WORKING TITLE

Secretary to Chief Academic Advancement Officer

SCHOOL/DEPARTMENT

Academic Advancement

LOCATION

Crossroads I, Cary, NC

PAY GRADE

Noncertified Grade 26

FLSA STATUS

Nonexempt

ELIGIBILITY FOR EMPLOYMENT CONTRACT

No

WORK WEEK SCHEDULE

Monday-Friday (occasional evenings or weekends) Position not eligible for hybrid telework workweek.

POSITION PURPOSE:

Performs clerical duties and provides direct administrative support to the Chief Academic Advancement Officer. Performs work of a highly confidential nature in a high-pressure environment. Employs strong interpersonal and effective public relations skills, tact, and diplomacy in receiving and responding to a variety of inquiries, communications, and correspondence. Independently handles internal and external inquiries, requests, and communications regarding the school system. Performs a variety of highly complex, diverse, and secretarial and administrative duties, including fiscal responsibilities, correspondence preparation, revision, and submission. Prepares and maintains complete and accurate records of business communication and other fiscally required documentation. Requires a high level of discretion, judgment, and the ability to maintain absolute security regarding confidential issues. Responsible for scheduling, writing correspondence, emailing, providing customer service, routing phone calls, and responding to inquiries and requests. Provides support and interacts with central office staff, school staff, and the public, as needed.

MINIMUM QUALIFICATIONS: 

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Considerable knowledge of Microsoft Office, specifically Word, Excel, and PowerPoint; Google Apps;
• Knowledge of bookkeeping/accounting procedures and budget principles;
• Effective time management and organizational skills;
• Excellent customer service skills with the ability to calmly route concerns to appropriate staff;
• Ability to be discrete and maintain confidentiality.
• 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 pay strong attention to detail and fundamental concern of accuracy of information;
• Ability to work independently without close supervision;
• Ability to read, interpret, and communicate Board policies;
• Ability to coordinate and complete multiple tasks simultaneously with deadlines;

• Ability to establish and maintain effective working relationships with school system staff, parents, external agencies, and the public.

EDUCATION, TRAINING, AND EXPERIENCE

• Post-secondary education or training; AND
• Experience in a secretarial-related field.

An equivalent combination of education and relevant experience sufficient to successfully perform the essential duties of the job.

CERTIFICATION AND LICENSE REQUIREMENTS

None

PREFERRED QUALIFICATIONS:

• Associate degree or equivalent college, business, or technical school training;
• Knowledge of Wake County Public School System (WCPSS); 
• Experience using google suit and financial applications;
• Excellent public relations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Perform advanced, diversified administrative duties requiring broad experience and skill, including handling sensitive and high-level confidential information appropriately without exception.
2. Schedule appointments and maintain the calendar for the Chief Academic Advancement Officer.
3. Coordinate and complete minutes, reports, agenda items, and other materials for correctness and accuracy for the Board of Education's Student Achievement Committee.
4. Provide prompt and accurate responses to written, electronic, and oral inquiries.
5. Screen and route materials according to communications; routing duties require knowledge of organizational operations.
6. Serve as a liaison between the Chief Academic Advancement Officer and department heads regarding the daily operations of the division.
7. Ability to communicate courteously and tactfully with staff, board members, students, parents, and the general public in a timely manner to ensure that requests are addressed and problems are resolved efficiently and effectively.
8. Organize, supervise, coordinate, and establish priorities of tasks to be performed across the division.
9. Develop written procedures for office routines and maintain financial records.
10. Process timesheets and leave forms and provide monthly reports in Oracle of payroll time entry 
11. Process travel documents and conference registrations; coordinate travel reservations for the Chief Academic Advancement.
12. Perform 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 telephones, 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:  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.