POSITION TITLE (Oracle title)

SECRETARY (CHIEF OFFICER)

WORKING TITLE

Secretary to Chief Technology Officer

SCHOOL/DEPARTMENT

Technology Services Division

LOCATION

Crossroads II, 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 is not eligible for hybrid telework workweek

Provides high level administrative and clerical support to the Chief Technology Officer, managing sensitive and confidential information in a dynamic, fast-paced environment. Serves as a key point of contact for the Technology Services Department, independently handling internal and external inquiries with professionalism, discretion, and sound judgment. Performs a broad range of complex administrative functions, including calendar management, correspondence development, fiscal and procurement documentation support, records management, and customer service. Anticipates needs, prioritizes competing demands, and ensures alignment with departmental and district priorities. Collaborates closely with central office staff, school-based personnel, and the public to ensure clear communication, accurate documentation, and efficient day-to-day operations, while upholding the highest standards of confidentiality. 

MINIMUM QUALIFICATIONS:  

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Advanced knowledge in Microsoft Office applications, including Word, Excel, and PowerPoint, as well as Google Workspace tools;

• Working knowledge of basic bookkeeping and accounting practices, with an understanding of budgetary principles and processes; 

• Strong organizational and time management skills, with the ability to prioritize, coordinate, and successfully manage multiple tasks while meeting deadlines;

• Excellent customer service skills, with the ability to respond professionally to inquiries and effectively route concerns to appropriate personnel;

• Ability to exercise discretion and maintain strict confidentiality when handling sensitive information;

• Ability to demonstrate exceptional attention to detail and a strong commitment to accuracy and integrity in all records and communications;

• Ability to work independently with minimal supervision, demonstrating sound judgment, initiative, and problem-solving skills. 

• Ability to demonstrate outstanding attention to detail, with a strong commitment to accuracy, quality, and the integrity of data, records, and communications;

• Ability to read, interpret, and communicate Board policies and administrative procedures, as needed. 

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

EDUCATION, TRAINING, AND EXPERIENCE

• Associate’s degree from an accredited college or university in business administration or a related field; 

• Three years of progressively responsible administrative or secretarial experience, preferably supporting executive-level leadership or within a public sector or technology-focused environment; 

• Demonstrated experience managing complex schedules, preparing professional correspondence, maintaining records, and supporting fiscal or operational processes; 

• An equivalent combination of education and relevant experience sufficient to successfully perform the essential functions of the position may be considered.

CERTIFICATION AND LICENSE REQUIREMENTS

• Must hold and maintain a valid motor vehicle operator’s license according to the State of North Carolina requirements.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in a related field or equivalent combination of college, business, or technical school training;

• Knowledge of the Wake County Public School System (WCPSS) and/or North Carolina public school systems; 

• Demonstrated experience in public relations, customer service, or stakeholder engagement in a professional setting.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Performs advanced administrative and secretarial duties with a high level of discretion. 

2. Manages and maintains the Chief Technology Officer’s (CTO) calendar and schedule. 

3. Coordinates meetings, appointments, and required materials. 

4. Prepares agendas, reports, and meeting minutes. 

5. Ensures documents meet district and Board requirements. 

6. Serves as the primary point of contact for the CTO’s office. 

7. Responds to phone, email, and in-person inquiries professionally. 

8. Screens and routes correspondence and request appropriately. 

9. Acts as a liaison between the CTO and internal and external stakeholders. 

10. Communicates clearly with staff, parents, vendors, and the public. 

11. Organizes and prioritizes multiple tasks in a fast-paced environment. 

12. Develops and maintains office procedures and records. 

13. Maintains accurate financial, payroll, and administrative records. 

14. Processes time sheets, leave requests, and payroll documentation. 

15. Prepares and submits required reports on time. 

16. Coordinates travel and conference arrangements. 

17. Supports budget tracking, purchasing, and invoice processing. 

18. Assists with audits, compliance, and reporting requirements. 

19. Supports department projects and track action items. 

20. Maintains records related to technology assets and vendors. 

21. Assists with preparing communications and presentations. 

22. 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 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. The work requires frequently involving driving automotive equipment. 

EFFECTIVE DATE:  4/2026

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.