Secretary to Assistant Superintendent

Wake County Public School System•Cary, NC

6d•Onsite

About The Position

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.

Requirements

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

Nice To Haves

Associate’s degree or equivalent technical training
Experience using Oracle business applications
Knowledge of Wake County Public School System’s (WCPSS) financial systems and process.

Responsibilities

Receives telephone calls and directs them to the appropriate individual; provides routine information to callers, which requires a detailed knowledge of departmental procedures.
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.
Communicates with school system staff and vendors concerning accounts payable items, as required, to effectively clear outstanding financial obligations.
Prepares and mails information to various stakeholders (school system staff, state agencies, etc.).
Processes all departmental personnel changes (i.e., postings, revising job descriptions, personnel action forms, leave forms, and worker’s compensation for the Data, Research and Accountability Department.
Coordinates logistics for department meetings (scheduling, room reservations, etc.).
Processes departmental payroll in accordance with WCPSS and departmental procedures.
Maintains inventory for and orders office supplies and materials for the Data, Research and Accountability Department.
Processes general office documents via copying, scanning, collating, packaging, etc.
Types memoranda and other materials from clear copy or rough draft.
Performs other related duties, as assigned.