Secretary to Director of Technology and Strategic Initiatives (2739)

Rochester Community Schools•Rochester, MI

20h•$17•Onsite

About The Position

This is a 12-month, 8-hour per day position with a Monday-Friday schedule. The Secretary to the Director of Technology and Strategic Initiatives will provide a wide variety of secretarial and administrative duties for the Executive Director of Technology and Strategic Initiatives, assist and support the daily operations of the Technology Services Department, and professionally represent the department and District. The role involves performing secretarial and administrative duties, maintaining budget and accounts, managing the Executive Director’s calendar and correspondence, entering and tracking purchase orders, providing backup support for the Help Desk Associate, and coordinating technology equipment repairs and purchasing.

Requirements

High School Diploma and excellent command of the English language is required.
Three (3) years secretarial experience or training and experience that are equivalent.
Ability to learn new software applications quickly to support the operations of the department.
Experience with Microsoft Office Word, Excel, PowerPoint and Outlook on current district version, is required.
Ability to maintain confidential matters, set priorities, and work well under pressure.
Ability to professionally represent the district and Technology Services by providing exceptional service, including timely and effective communications, to both internal customers such as district personnel and external customers, such as vendors, or members of the RCS Community.
Has strong math aptitude and is detail-oriented.
Regular, reliable and punctual attendance required.
Microsoft Office Current District Version : Intermediate-level Excel and Word; Basic-level ; Outlook and PowerPoint; Assessments in Customer Service Phone Skills, Interpersonal/Teamwork Office Skills Assessment, Sentence Clarity, Spelling, and Numeric/Alpha Filing/Record Locator tests; and the Bank Deposit/Petty Cash tests.

Nice To Haves

Completion of post-secondary academic program preferred.
Prior experience with the management of department accounting, purchasing, and budget-tracking preferred.
Preference will be afforded those applicants with knowledge of IT-related terms and practices.

Responsibilities

Performs a variety of secretarial and administrative duties for the Executive Director and Technology Services and works cooperatively to assure an efficient, organized office and team.
Maintains budget, accounts, credit card statements, and billing management for Technology Services.
Manages the Executive Director’s activities – maintains calendar, appointments, and meeting schedules, handles correspondence, prioritizes daily tasks, creates presentations, prepares for meetings, records minutes, etc.
Enters and maintains technology department purchase orders; performs any necessary follow-up with purchase orders; orders stock items necessary for office operations; creates P.O.’s for school buildings for technology equipment as needed.
Provides back up support for the Help Desk Associate relating to phones, work orders, technical support, and technology set up for meetings throughout Admin Building.
Maintains and schedules Technology Department appointments and meetings – Includes securing meeting rooms, supplies, refreshments, preparing agendas, and other.
Schedules and maintains reservations for the Technology Lab, Conference Room, and Laptop Cart usage.
Manages the technology purchasing cycle – obtains quotes/best pricing for technology equipment for departments and buildings; tracks technology purchases from quote through delivery and coordinates installation.
Maintains inventory of Technology Department spare equipment and supplies and provides Business Department with annual report of inventory in stock.
Coordinates technology equipment repairs and associated costs.
Responsible for all computer parts and equipment returns and provides detailed accounts for accounts payable department.
Processes attendance and time-card pay for department and provides Payroll Department with accurate time sheets.
Schedules and prepares technology administrators for interviews and works with HR to submit new hire documents in a timely manner.
Coordinates conferences for Tech Department staff to include conference registration, mileage reimbursement, hotel and airfare when necessary.
Maintains and updates contact information for district employees and Technology Services web page.
Coordinates the distribution of district owned cell phones.
Monitor monthly cell phone bills and invoice employees according to district policy.
Organizes and maintains software and hardware information and provides monthly updates.
Provides order forms/updated website for Technicians uniforms.
Requires the ability to move, lift, and organize office supplies and technology equipment up to 20 lbs.