Secretary to Assistant Superintendent

POSITION TITLE (Oracle title)

SECRETARY (ASSISTANT SUPERINTENDENT)

WORKING TITLE

Secretary (Assistant Superintendent)-Data Research and Accountability

SCHOOL/DEPARTMENT

Data Research and Accountability

LOCATION

Crossroads I Cary NC

PAY GRADE

Noncertified Grade 25

FLSA STATUS

Nonexempt

ELIGIBILITY FOR EMPLOYMENT CONTRACT

No

WORK WEEK SCHEDULE

Monday-Friday (occasional evenings and weekends) Position is not available for a hybrid telework workweek

POSITION PURPOSE:

Performs clerical duties and provides administrative support to the Assistant Superintendent for Data Research and Accountability. Responsible for scheduling writing correspondences emailing providing customer service routing phone calls and responding to inquiries and requests. Maintains and processes departmental fiscal documents for approval and routing. Provides general support to department leadership and interacts with central office staff school staff and the general public as needed.

MINIMUM QUALIFICATIONS:

• Considerable knowledge of generally accepted accounting practices and principles;
• Considerable knowledge of Microsoft Office specifically Word and Excel; Google Apps;
• Strong skills in budget purchasing and procurement procedures;
• Effective time management and organizational skills;
• Excellent critical thinking and problem-solving skills;
• Excellent customer service skills with the ability to calmly route concerns to appropriate staff;
• Ability to be discrete and maintain confidentiality;
• Ability to communicate clearly and concisely 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 pay strong attention to detail and a fundamental concern for the accuracy of information;
• Ability to work independently without close supervision;
• Ability to read interpret and communicate Board policies;
• Ability to coordinate and complete multiple tasks simultaneously with deadlines;
• Ability to establish and maintain effective working relationships with school system staff parents external agencies and the public.

• High school diploma or equivalent;
• Some post-secondary education or training;
• Clerical experience in a professional office environment;
• Experience in managing and maintaining budget and payroll functions;
• Other combinations of applicable education training and experience which provide the knowledge skills and abilities necessary to perform effectively in the position may be considered.

• Must hold and maintain a valid motor vehicle operators license according to the State of NC requirements.

PREFERRED QUALIFICATIONS:

• Associates degree or equivalent technical training;
• Experience using Oracle business applications;
• Knowledge of Wake County Public School Systems (WCPSS) financial systems and process.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Receives telephone calls and directs them to the appropriate individual; provides routine information to callers which requires a detailed knowledge of departmental procedures.
2. Maintains departmental general ledger; 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 all teams in Data Research and Accountability.
3. Communicates with school system staff and vendors concerning accounts payable items as required to effectively clear outstanding financial obligations.
4. Prepares and mails information to various stakeholders (school system staff state agencies etc.).
5. Processes all departmental personnel changes (i.e. postings revising job descriptions personnel action

forms leave forms and workers compensation for the Data Research and Accountability Department.

1. Coordinates logistics for department meetings (scheduling room reservations etc.).
2. Processes departmental payroll in accordance with WCPSS and departmental procedures.
3. Maintains inventory for and orders office supplies and materials for the Data Research and Accountability Department.
4. Processes general office documents via copying scanning collating packaging etc.
5. Types memoranda and other materials from clear copy or rough draft.
6. Performs other related duties as assigned.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

This position operates in a professional office environment 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 staff members of external funding 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.

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.