POSITION TITLE (Oracle title)

SECRETARY (SENIOR DIRECTOR)

WORKING TITLE

Secretary-K-12 Academic Enhancement

SCHOOL/DEPARTMENT

K-12 Academic Enhancement

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:

Provides direct support and secretarial duties for Senior Director of K-12 Academic Enhancement. Responsible for scheduling, writing correspondence, emailing, providing customer service to visitors, routing phone calls, processing staff time records, responding to inquiries and requests, and managing and maintaining budget and payroll functions.

MINIMUM QUALIFICATIONS: 

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Considerable knowledge of Microsoft Office, including Word, Excel, and PowerPoint; 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 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 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; AND
• Five years of experience in a secretarial or related field; AND
• Experience in managing and maintaining budget and payroll functions; OR
• 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’s degree or equivalent technical training;
• Experience using Oracle business applications;
• Secretarial experience in school or academic setting.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Performs secretarial duties while prioritizing and completing tasks in a timely manner.
2. Provides administrative support to the Senior Director of K-12 Academic Enhancement, Director of Advanced Learning Services, and Director of English as a Second Language (ESL).
3. Maintains K-12 Academic Enhancement departmental general ledgers; creates budget transfers 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 Senior Director of K-12 Academic Enhancement; serves as liaison for non-public schools that participate in Title II funding.
4. Communicates with school system staff and vendors concerning accounts payable items, as required to effectively clear outstanding financial obligations.
5. Organizes and assists with logistics of various meetings for and within the department.
6. Monitors and processes time records for departmental staff including leave requests and reports; processes travel reimbursement requests for departmental staff; processes substitute teacher pay for teachers who attend professional development.
7. Generates effective correspondence, presentations, reports, and other documents, as directed.
8. 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:  5/2024

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.