Secretary to Senior Director Job at Wake County Public Schools in Cary

Overview

POSITION TITLE (Oracle title)

SECRETARY (SENIOR DIRECTOR)

WORKING TITLE

Secretary (Senior Director)-Office of Early Learning

SCHOOL/DEPARTMENT

Office of Early Learning

LOCATION

Crossroads II, 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 not eligible for Hybrid Telework Workweek

POSITION PURPOSE:

Under general supervision, efficiently and responsibly performs the secretarial duties of the Office of Early Learning (OEL); provides support to the Senior Director and Director; responds to the needs of the office staff; and interactions with Central Services staff, school staff, and the general public who is calling or visiting the department.

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Considerable knowledge of federal, state, and local program requirements;
• Considerable knowledge of Microsoft Office, specifically Word and Excel; Google Apps;
• Excellent customer service skills in person and on the telephone with the ability to calmy route concerns to appropriate staff;
• Effective time management skills; problem solving skills;
• Detail oriented with ability to work under pressure with varying tasks;
• Ability to work independently without close supervision and complete tasks;
• 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 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/guardians, community members, and vendors/external agencies.

EDUCATION, TRAINING, AND EXPERIENCE

• High school diploma or equivalent;
• Secretarial experience involving a large variety of complex duties;
• Experience in maintaining and managing budget and payroll functions.

CERTIFICATION AND LICENSE REQUIREMENTS

• Must hold and maintain a valid motor vehicle operator's license according to the State of NC requirements

PREFERRED QUALIFICATIONS:

• Associate's degree or equivalent technical training;
• Understanding and knowledge of Wake County Public School System (WCPSS) Oracle software, purchasing, accounts payable/receivable, payroll processing and general accounting procedures;
• Secretarial experience in a Central Services, school, or academic setting.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Provides administrative support to the Senior Director of OEL, Director of Preschool Programs, and OEL staff.
2. Receives and routes incoming phone calls and emails to Senior Director and other OEL staff.
3. Responds to inquiries and researches replies to questions posed by school staff, parents, and others seeking information about the OEL programs.
4. Maintains departmental general ledger; 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 OEL.
5. Monitors and processes time records for departmental staff including leave requests and reports; maintains departmental files; and processes travel reimbursement requests for departmental staff.
6. Generates effective correspondence, presentations, reports, and other documents, as directed.
7. Coordinates and provides coverage for the Assessment Center Reception Desk.
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. The work requires driving automotive equipment, as needed.

EFFECTIVE DATE:10/2024

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.