Secretary (Senior Director) - Talent Acquisition

Wake County Public School System • Cary, NC

3d • Hybrid

About The Position

Supports the Senior Director with budgetary processes and maintains departmental general ledgers for multiple budgets with multiple program report codes (PRCs). Audits monthly time sheets. Works with the finance department to process contracts and service agreements. Submits direct pays and invoices for recruitment travel and job fairs held through-out the United States. Assists with mileage reimbursements and hotel information. Completes contracts and submits payroll miscellaneous payment information for Future Teacher stipends. Supports job fairs, Student Teaching program, reserves facilities for multiple programs for HR through Community Use, submitting direct payments for custodian services. Supports staff development by setting up trainings through WakeLearns.

Requirements

• Considerable knowledge of bookkeeping and accounting procedures (e.g., plan of record (POR), direct payment requests, budget transfers, etc.) and following purchasing practices and policy, as directed in the finance manual;
• Considerable knowledge of Microsoft Office, specifically Word, Excel (ability to create formulas and use graphics within Excel), PowerPoint, and Outlook; Google Apps;
• Excellent organizational skills;
• Excellent customer service skills;
• Effective time management 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 establish and maintain effective working relationships with school system staff, community organizations, and vendors.
• Associates degree from a regionally accredited college or university; AND
• Three years of experience in human resources or related field, bookkeeping; AND
• Experience in managing and maintaining budget and accounting/payroll functions.
• An equivalent combination of relevant education, training, and experience which provides the knowledge, skills, and abilities necessary to successfully meet the essential duties of the position may be considered.

Nice To Haves

• Experience using Oracle business applications;
• Experience in budgetary practices, including willingness to learn and follow the guidelines in the finance manual and information available through WakeConnect.

Responsibilities

• Works with Senior Director in maintaining budget ledgers and budget reports, keeping back-up documentation for auditing purposes.
• Supports New Principal Academy, Assistant Principal Interns, Recruitment, Teacher of the Year, Principal/Assistant Principal of the Year Programs, Employee Excellence, Student Teachers Program, National Board-Certified Teachers Administrator, and the Student Teacher University Program.
• Processes contracts, agreements, PORs, and direct payments for program needs of Talent Acquisition.
• Balances and reconciles budgets each month within Oracle and works closely with the Senior Director and Finance ensuring expenditures have funds available/encumbered prior to purchases.
• Works with the recruitment team submitting travel waivers, excess lodging forms, flight information, rental cars, mileage reimbursements, and submits direct payments for recruitment fairs for payment. Prepares travel packets for recruitment that include flight, rental car, hotel reservations, agendas, and itineraries, as well as afterhours emergency contact information should they have difficulty while out of town.
• Works with the Administrator for Student Teachers, Future Teachers programs, supporting special events by processing contracts, service agreements, securing facilities through Community Schools, scheduling HVAC needs for support Saturday trainings throughout the year. Processes payroll for coaches, submitting all time sheets and back-up documentation of agendas, attendance, invoices and keeping all documents for auditing purposes.
• Processes all direct pays and creates invoices for Future Teacher stipends, while working with finance and accounting to encumber funds for stipends, making sure all students have submitted vendor forms, are set up in Oracle, and all contracts have been signed and verified with approval signatures from the Senior Director, Chiefs, and the Finance Officer.
• Performs other related duties, as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees