Administrative Secretary - Teaching and Learning Ed Services

250-day contract, 8 hours per day. Hourly rate: $25.83–$29.02 depending on qualifications and experience.

Purpose Statement

The Administrative Secretary for Curriculum & Staff Development provides complex and confidential administrative and secretarial support to assigned administrator(s) in Education Services. This role conveys and implements varied processes regarding department functions, ensures efficient operation of support functions, coordinates projects and site activities, and provides administrative assistance to the assigned administrator(s).

Responsibilities

• Compiles data from a wide variety of sources (e.g., purchasing and payment, payroll, expenditures/budget) to prepare reports, make recommendations, implement department project processes, and prepare information for the assigned administrator.
• Coordinates projects, functions, and program components (e.g., meetings, in-service events, grants, textbook orders, credit review, gifted and talented, travel and accommodations, at-risk Tracker Grant) to ensure timely completion and service delivery.
• Maintains manual and electronic documents, files, and records relating to department activities (e.g., budget data, employee records, financial records, reports, grants, testing) to provide up-to-date information and historical reference in accordance with administrative guidelines and legal requirements.
• Manages assigned financial procedures (e.g., annual budget reports, time cards, special program budget processing, payroll input reporting) to maintain budgetary processing.
• Monitors department responsibilities and activities on behalf of the assigned administrator (e.g., program and grant components, meeting arrangements, account balances, work order status) to achieve goals and meet target dates in compliance with established guidelines and regulatory requirements.
• Oversees operational processes and procedures within the office (e.g., GT screening payroll responsibilities, committee meetings, state reports, student letters, concurrent enrollment, student credit review, travel) to organize assignments, monitor progress, and ensure completion of department processes.
• Participates in meetings, workshops, and trainings (e.g., assigned committee meetings, curriculum workshops) to provide or receive information, record minutes, and support attendees' needs.
• Prepares reports, documents, and correspondence of a confidential and non-confidential nature (e.g., letters, memorandums, state reports, grant reports, at-risk instructor reports, meeting minutes, charts, periodic and ad-hoc reports, concurrent enrollment, credit review).
• Presents information on administrative procedures (e.g., department/program policies, submission procedures, payroll, at-risk trackers) to orient new personnel and disseminate information to existing personnel.
• Processes documents and materials (e.g., time sheets, work orders, requisitions, travel reimbursements, budget transfers, cash/checks, account deposits, department processes) to ensure compliance with administrative guidelines and regulatory requirements.
• Procures supplies and materials as assigned (e.g., purchase cards, textbooks, grant supplies) to maintain availability of required items for office and department processes.
• Represents the assigned administrator in their absence to convey and gather information required for operational functions.
• Researches assigned projects (e.g., current practices, policies, budgets and funding, education codes, concurrent enrollment, grants) to provide information and recommendations addressing administrative requirements.
• Responds to inquiries from internal and external parties (e.g., staff, parents, students, local, state, and federal agencies) to provide information, facilitate communication, and offer direction.
• Supports assigned administrative personnel to assist with all functions and responsibilities as needed.
• Performs other related duties as assigned to ensure the efficient and effective functioning of the work unit.

Requirements

• High school diploma or equivalent.
• Job-related experience with increasing levels of responsibility.