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POSITION TITLE (Oracle title)

SECRETARY (ASSISTANT SUPERINTENDENT)

WORKING TITLE

Secretary (Assistant Superintendent)-Special Education

SCHOOL/DEPARTMENT

Special Education Services

LOCATION

Crossroads II, 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 available for a Hybrid Telework workweek

POSITION PURPOSE:

Performs clerical duties and provides direct administrative support to the Assistant Superintendent of Special Education. Responsible for scheduling, writing correspondences, emailing, providing customer service, routing phone calls, and responding to inquiries and requests. Interacts with central office staff, school staff, and the general public, as needed.

MINIMUM QUALIFICATIONS: 

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Considerable knowledge of Microsoft Office, specifically Word, Excel, and PowerPoint; Google Apps;
• 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 pay strong attention to detail and a fundamental concern for the accuracy of information;
• Ability to work independently without close supervision;
• Ability to record minutes at meetings;
• Ability to coordinate and complete multiple tasks simultaneously with deadlines;
• 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

• High school diploma or equivalent; AND
• Experience in a secretarial 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

• Must hold and maintain a valid vehicle operator’s license according to the state of NC requirements and comply with WCPSS hiring requirements.

PREFERRED QUALIFICATIONS:

• Experience using Oracle business application;
• Experience recording meeting minutes.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Performs clerical duties and provides administrative support to the Assistant Superintendent of Special Education.
2. Processes departmental leave forms, creates processes for accounting transactions (direct payments, purchase orders, and manages purchasing card).
3. Handles confidential information/messages/documents and processes and/or delivers, ensuring accuracy.
4. Records department meeting minutes, as well, as Director meeting minutes.
5. Schedules and coordinates meetings for the Assistant Superintendent.
6. Maintains and updates the Assistant Superintendent's calendar and arranges appointments.
7. Processes requests for staff development and conferences; makes travel and hotel arrangements, when needed.
8. Maintains physical and computerized office files.
9. Processes Family Medical Leave Act (FMLA) leave forms and Workers Compensation for the department.
10. 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 position occasionally operates automotive equipment.

EFFECTIVE DATE:  4/2024

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.