Secretary (Chief Officer)

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

• Associates 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 operators license according to the State of North Carolina requirements.

PREFERRED QUALIFICATIONS:

• Bachelors 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 Officers (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 CTOs 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.