Secretary (Senior Director) - Wake County Public School System

POSITION TITLE (Oracle title)

SECRETARY (SENIOR DIRECTOR)

WORKING TITLE

Secretary (Senior Director)-Special Education Services

SCHOOL/DEPARTMENT

Chief of Staff and Strategic Planning

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 PURPOSE:

Provides direct support and secretarial duties for Senior Director and Directors in Special Education Services. Responsible for scheduling, writing correspondence, emailing, providing customer service to visitors, routing phone calls, processing record requests, processing staff time records and mileage, processing reimbursements, and responding to inquiries and requests.

MINIMUM QUALIFICATIONS: 

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Considerable knowledge of Microsoft Office, specifically Word and Excel; 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 maintain confidentiality;
• Ability to pay strong attention to detail;
• Ability to work independently without close supervision;
• Ability to establish and maintain effective working relationships with school system staff, parents, community groups, vendors, external agencies, and the public.

EDUCATION, TRAINING, AND EXPERIENCE

• High school diploma or equivalent; AND
• Experience in a secretarial or related field; OR
• An equivalent combination of education and relevant experience sufficient to successfully perform the essential duties of the job.

CERTIFICATION AND LICENSE REQUIREMENTS

• 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;
• Secretarial experience in Central Services, a school, or academic setting;
• Experience using PowerSchool, ECATS, and Oracle;
• Experience in managing and maintaining budget and payroll functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Performs secretarial duties while prioritizing and completing tasks in a timely manner.
2. Provides administrative support to Senior Director and Directors in SES.
3. Answers incoming phone calls from parents and others seeking information regarding special education services.
4. Creates and processes purchase orders and direct pay requests; orders, receives and distributes supplies for department; processes contracts, service agreements, and payments for agreements generated by Special Education Services.
5. Organizes and assists with logistics of various meetings for and within the department. Prepares travel arrangements for the senior director and assigned directors traveling outside of Wake County.
6. Monitors and processes time records for departmental staff including leave requests and reports; processes travel reimbursement requests for departmental staff.
7. Assists with completion of Personnel Activity Reports.
8. Assists with budget inquiries and runs budget summaries in Oracle.
9. Assists with processing record requests, including picking up records from schools, copying and redacting records.
10. 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. Travel is required among WCPSS schools and central services locations.  

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.